Chief of Staff

Full-time
Dupree, SD
Remote ✅
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Apply before: 
Nov 10, 2022

Chief of Staff serves on the leadership team, ensures successful operations, and positions community collaborator to address social issues.

Job Description

Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

The Chief of Staff is responsible for managing all administrative, financial, and operational activities for the CEO and Executive Director(s).

Qualifications

  • Bachelor's degree in human services, social services, business or equivalent
  • Proven ability to have initiative, sound judgment and ability to make decisions independently
  • Minimum age 21
  • Experience managing multiple program sites
  • Able to quickly gain an in-depth understanding of the Y organization, departments and its functions.
  • Organized with great attention to detail.
  • Good analytical and presentation skills.
  • Excellent communication (verbal and written) and interpersonal skills.
  • Effective relationship building capability in order to maintain good relations with funders, partners, Y staff, etc.
  • Proficient in identifying grant opportunities through research and writing grants when necessary.
  • Good understanding of program deliverables implementation, measurement and evaluation.
  • Skilled at writing, planning and strategizing.
  • Proficient with computer skills.

Essential Functions

  • ORGANIZE – organize ideas, projects, people, time, and resources necessary to keep all companies moving forward
    • Working with leadership to deliver, monitor and communicate progress towards goals
    • Identifying and providing recommendations on improvements across the organization
    • Providing support and oversight for special projects and initiatives
    • Assessing risk when business decisions are made
    • Providing tactical support to implement ideas
    • Managing the Chief Executive’s schedule, scheduling meetings and planning travel
    • Collaborating with executive team members to determine and prioritize business strategies
    • Build and lead the daily operations of the executive office
    • Operate at a tactical, strategic, and operational level, handling the oversight of projects that do not neatly fit within the organizational chart or that fall between departments or leadership areas of responsibility
    • Act as the point of contact for the CEO’s direct reports. Triage all incoming requests for the executive’s time and work collaboratively with the CEO’s Executive Assistant to ensure his calendar is aligned with the priorities of the organization
    • Manage key relationships and build a process to track and nurture key stakeholders, investors, and clients
    • COMMUNICATE – communicate the vision, ideas, projects, or the process to the necessary people. This includes creating content, providing context, and helping connect the dots across all organizations to create opportunities and growth
      • Communicate with our accounting YMCA partner, Duluth Family YMCA to complete all necessary paperwork and documentation
      • Provides leadership and direction to the branches by coaching branch executives and by providing overall direction to the branch boards and volunteers
      • Responding to inquiries on behalf of the Chief Executive
      • Providing Chief Executive and other senior leaders with insight and analysis on the company’s operations
      • Identifying and helping solve core problems or opportunities within business processes
      • Build and run cadence for leadership meetings, board meetings, and leadership offsites, including structuring and helping to deliver company-wide communication
      • Acts as an extension of the CEO and information funnel, filter, and facilitator with internal and external stakeholders
      • Proactively follow up with the CEO’s team if and when goals are not being achieved to determine why objectives are not being met. Provide actionable recommendations for improvement
      • Provide analysis, recommendations, and options to the CEO regarding high impact decisions
      • Act as a key thought partner, brainstorming & identifying solutions to challenges
    • DELEGATE – projects and tasks to the appropriate people, support them, and hold them accountable to the results
      • Overseeing strategic business initiatives from ideation to implementation
      • Grant reports are completed and submitted in a timely manner
      • Assisting and overseeing grant applications
      • Planning, coordinating and leading meetings, events, and workshops
      • Providing department leaders with recommendations and consultation to improve teamwork
      • Lead cross-functional strategic initiatives, facilitate special projects, and ensure action items are executed on behalf of the CEO
      • Provide communications support: drafting emails, reports, memos, presentations, internal and external communications, and/or social media posts
      • Plan leadership team retreats, developing objectives and agenda, coordinating with executive assistant on logistics
      • Help leaders identify priorities, strategically align his/her time with those, and revisit them regularly to assess progress

Cause-Driven Leadership Competencies

  • Mission Advancement : Models and teaches the Y’s values. Ensures a high level of service with a commitment to changing lives. Provides volunteers with orientation, training, development, and recognition. Cultivates relationships to support fund-raising.

  • Collaboration : Champions inclusion activities, strategies, and initiatives. Builds relationships to create small communities. Empathetically listens and communicates for understanding when negotiating and dealing with conflict. Effectively tailors communications to the appropriate audience. Provides staff with feedback, coaching, guidance and support.

  • Operational Effectiveness : Provides others with frameworks for making decisions. Conducts prototypes to support the launching of programs and activities. Develops plans and manages best practices through engagement of the team. Effectively creates and manages budgets. Holds staff accountable for high-quality results using a formal process to measure progress.

  • Personal Growth : Shares new insights. Facilitates change; models adaptability and an awareness of the impact of change. Utilizes non-threatening methods to address sensitive issues and inappropriate behavior or performance. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.

Required Certifications

  • CPR, First Aid and AED certifications required within 30 days of employment.

  • CPO or equivalent certification required within 120 days of employment.

Work Schedule

  • The schedule for this full-time position is generally Monday through Thursday, 8:00am-5:00pm and Friday 8-12, though overtime, evenings, and weekend work may be required depending on the business need.
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