Reporting to the Senior Vice President and Executive Director, the Chief of Staff partners with the Executive Director and Executive Leadership Team (ELT) in providing leadership and oversight for the organization’s functions and staff. As a member of the site’s senior leadership team, the Chief of Staff will be a strategic partner to develop and meet organizational goals and advance the mission and will have a range of both internal and external responsibilities. The Chief of Staff will directly supervise the Director of Data Analytics and Senior Manager of Operations and Finance, requiring an understanding of budgeting and financial management as well as data analytics systems.
Job Description
RESPONSIBILITIES
Executive Director (ED) and Executive Leadership Team Support (ELT)
- Serve as a trusted advisor, big picture thinker, and brainstorming partner to the ED
- Maintain continuous lines of communication, keeping the ED informed of all critical issues
- Draft and participate in the development of internal and external ED communications
- Ensure the ED is prepared for meetings and events
- Support facilitation of ELT meetings, including coordinating meeting goals and agendas
Organizational Leadership
- Collaborate with ELT on the development, implementation, and monitoring of the site’s strategic plan, including the development of site goals, key performance indicators, and action plans.
- Work with ELT and evaluation staff to assess initiatives and investments that can advance goals and impact, and provide recommendations regarding areas for investment, divestment, scaling or replication
- Provide executive project management on strategic initiatives that require cross-functional collaboration and resource allocation
- Facilitate communication across departments
- Supervise and support the Director of Data Analytics, who is responsible for managing the development of performance data systems and strategic analyses designed to generate actionable insights related to service impact to advance the mission of City Year Greater Boston.
- Supervise and support the development of the Director of Data Analytics and Senior Manager of Operations and Finance, who is responsible for all day-to-day operations of the site and office building, including oversight of invoicing and vendor payments/contracts, purchasing and financial compliance, site budget planning/tracking and expenses, office space and technology, and program operations.
Staff Talent Acquisition and Development
- Work with ELT to identify staffing needs and support the development of job descriptions, in partnership with City Year Headquarters People Business Partner
- Manage staff hiring, onboarding, and offboarding processes in partnership with site managers and City Year Headquarters People Business Partner
- Lead the design and implementation of staff training and professional development, including identifying external resources as needed
- Support managers in completing the annual performance management processes
- Maintain confidential records of staff members utilizing HR management system
- Serve as the site liaison to the City Year Headquarters People Business Partner
Organizational Culture and Systems
- Ensure organizational systems and structures are in place to support staff to be successful in their roles and to promote effective collaboration across the site
- Manage staff culture and engagement surveys and lead the development of action plans to address identified areas of investment and growth
- Plan and organize staff meetings and retreats
- Identify and implement staff appreciation opportunities and activities
- Develop and manage annual staff calendar
- Manage the organization of the Site intranet site (SharePoint)
- Serve as site point to the City Year National Office People Team and partner with People Business Partner. Responsibilities include:
- Investigating employee issues and conflicts and bring them to resolution
- Ensuring site-level and HQ required policies and procedures are adhered to across the site
Site Advisory Board Management
- Serve as a primary point of contact for Board members and coordinate across ELT to ensure effective Board management
- Lead the production of Board communications and meeting materials, including site updates, memos, presentations, meeting notes, and impact reports
- In partnership with the ED and Board Chair, prepare for Board meetings and Executive Committee meetings
- Provide guidance and support to ELT members that serve as staff liaisons to Board Committees, as needed.
REQUIREMENTS
Demonstrated Organizational Leadership Skills
- Experience in helping to manage or improve the impact and effectiveness of an organization, department, or team
- Experience in strategic planning and organizational development
- Strong political instincts and experience navigating complex environments
- Experience with staff hiring, professional development and training, performance management and measurement
- Experience with budget planning and tracking
- Experience utilizing data systems to track organization performance and inform decision-making
Demonstrated People and Team Skills
- Exceptional relationship-builder
- Experience building effective teams
- Strong commitment to and experience in developing a diverse, inclusive, and equitable workforce and working effectively with people with different work styles and backgrounds.
- Ability to facilitate group processes in consensus building, conflict resolution, planning, and decision-making
- Adept at delivering actionable feedback
- Success in developing collaborative relationships within all levels of an organization and with external constituents
- Ability to handle confidential information with integrity and discretion
Demonstrated Project Management Skills
- Ability to work independently entailing a high degree of responsibility
- Ability to manage multiple responsibilities simultaneously, mixing long-term projects with the urgency of immediate demands.
- Demonstrated analytical skills and ability to understand data and effectively identify, analyze, and solve problems
- Excellent time management, task management and organization, and attention to detail
- Excellent analytical, verbal, and written communication skills along with a high level of diplomacy, discretion, and problem-solving ability
- Excellent technology skills including proficiency using Microsoft Suite (Word, Outlook, Excel, PowerPoint, and Teams) as well as various audiovisual equipment and virtual meeting platforms including Zoom
Bachelor’s Degree or equivalent experience. Master’s degree in Business Administration or similar field preferred.
Benefits
Full-time employees will be eligible for all benefits including vacation, sick days and organization holidays. You may participate in all benefit programs that City Year establishes and makes available to eligible employees, under (and subject to all provisions of) the plan documents that govern those programs. Currently, City Year offers medical, dental, vision, life, accidental death and dismemberment and disability coverage, Flexible Spending Accounts (FSA), and other benefits including 401(k) plan(s) pursuant to the terms and conditions of company policy and the 401(k) plan document.
Employment at City Year is at-will.