Chief of Staff Full Time

Chief of Staff at the Grand Rapids Downtown Market

Hungry for an opportunity to sharpen your skills in a work environment that’s unique, vibrant, and filled with food and fun? The Grand Rapids Downtown Market team is looking for a capable individual that is are craving a workplace surrounded by a hardworking, fun loving group of people that go the extra mile, thrive on collaboration, and don’t mind having a lot on their plates.

Located in the heart of Grand Rapids, the Downtown Market is an innovative combination of Market Hall food merchants, world-class corporate and wedding venue spaces, year round free public events, and the entrepreneurial support of our rentable Incubator Kitchen that helps small food businesses turn their recipe into reality.

We offer a robust benefits package including all kinds of insurances like medical, dental, vision, along with life, long term and short term disability. We also provide a generous PTO and Holiday schedule that helps you achieve a work/life balance. Our 401k retirement savings plan includes a company match to help you prepare for your future with confidence.

We are in search of a Chief of Staff to join our amazing team. This role is a key administrative role responsible for coordinating high-level initiatives, acting as Board liaison, improving operational systems, managing administrative staff, and aligning daily activities with long-term goals. It directly supports the President & CEO and Chief Operating Officer, ensuring both executives remain focused on their highest priorities by handling the details behind the scenes.

Supervisory Responsibilities

• Supervises administrative office staff activities to promote a highly productive work environment while ensuring a consistently high level of customer service
• Recruit and hire administrative staff and conduct performance evaluations

Essential Duties and Responsibilities
The duties and responsibilities of the position will consist of, but are not limited to, the following:

• Deliver executive-level support by managing communications, calendars, and high-priority tasks for the CEO and COO
• Create polished written materials that reflect the tone and professionalism of senior leadership
• Streamline executive scheduling to prioritize high-value activities
• Serve as liaison for Board of Directors, Executive and other Committees including scheduling, arranging, and preparing for all meetings/retreats; preparing meeting agendas, presentations, and other materials; organizing meals/refreshments; and taking minutes.
• Assist Human Resources with policy creation, orientation, onboarding, managing employee lists, and recruitment.
• Plan and implement employee engagement activities including birthdays, farewells, monthly incentives, etc.
• Oversee strategic projects across departments, ensuring timely execution and measurable results
• Develop, implement, and monitor the Administration department budget
• Plan and coordinate internal leadership, staff, and EOS meetings including preparing agendas, notes, and completing follow-ups
• Identify inefficiencies in processes, develops and documents actionable solutions
• Maintain confidentiality and act as a liaison between executives and staff or external partners
• Organize logistics for meetings, travel, and events—including occasional personal support
• Track key initiatives, goals, and “rocks” to ensure alignment with 1–3-year plans
• Contribute actively to administrative, culture, and process-related discussions
• Ensure the maintenance and functionality of office areas and equipment
• Manage and maintain access cards and security system databases
• Complete and/or delegate special projects as assigned by the leadership team
• Proactively manage tasks, anticipate issues, and adjust course as needed without close supervision
• Other duties as assigned

Required Knowledge, Skills, and Abilities

• Work Experience: Minimum of 5 years of experience in executive support or operational leadership with a proven record of managing administrative functions and supervising staff
• Education: Bachelor’s degree required; advanced training or certification is a plus
• Computer Skills: Mastery in Google Docs/Word, Google Sheets/Excel, Google Slides/PowerPoint, Gmail, Google Calendars, Google Meet/Zoom, and project management tools

Qualifications

• Able to manage competing priorities and see tasks through to completion
• Exceptional written and spoken communication, with a strong attention to detail
• Strong analytical thinking with the ability to identify and solve operational issues
• Experience supporting high-level planning, goal-setting, and strategic execution
• Ability to anticipate executive needs, coordinate events, and manage logistics
• Experience in nonprofit, food systems, entrepreneurship, or public markets preferred

Capacity to Succeed

• Prior experience supporting senior executives
• Mastery of digital tools and technology
• Full ownership of Chief of Staff duties with follow-through and accountability
• Ability to spot gaps in systems or communication and implement improvements
• Confident, polished writing and communication that reflects executive voice
• Strategic calendar and workflow management
• Diligent tracking and resolution of all incoming matters for the CEO/COO
• Ability to “clear the path” so executives can focus on their highest-value work
• Proactive management of tasks and consistent problem-solving
• Anticipate needs, manage logistics, and execute special projects independently
• Active contributor to visioning and strategy 1–3 years out

• Ability to work at a computer for extended periods
• Maintain positive, steady energy throughout the workday
• Willingness to travel occasionally for events and meetings

• Comfortable owning mistakes and learning from feedback
• Willing to engage in open, honest communication
• Capable of saying difficult things with empathy and clarity
• Comfortable receiving feedback, both positive and corrective
• Provide reliable, respectful service to colleagues and stakeholders
• Engage constructively in disagreement for team improvement
• Work autonomously while remaining aligned with team objectives
• Adapt communication for different audiences
• Flexible and approachable, with a sincere desire to support others

• Meet deadlines on projects, to-dos, and long-term goals
• Continuously refine productivity and time management systems

Work Environment

• On-site position, mainly in an office environment, with periodic work in the Market (outside the Admin office).
• Occasional evenings or weekends will be required for events and meetings
• A mission-driven organization making a positive impact in the community

Core Values
All Downtown Market employees are expected to embody the following values:

• Integrity – Follow through on commitments and act ethically
• Collaboration – Work well with others and build lasting relationships
• Resourcefulness – Think creatively to solve challenges efficiently
• Respect – Interact with others with fairness and professionalism
• Proactivity – Anticipate needs and take thoughtful initiative
• Fun – Approach work with positivity, energy, and purpose

Join an amazing team today!

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Application Question(s):

• Do you have any additional certifications or licenses? If yes, please list them.
• Are you able and willing to work occasional evenings and weekend?

Education:

• Bachelor’s (Required)

Experience:

• office administration: 5 years (Required)
• supervisory: 3 years (Required)

Ability to Commute:

• Grand Rapids, MI 49503 (Required)

Work Location: In person

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