Associate Chief of Staff

Remote Opportunity

PRIMARY FUNCTION

The Associate Chief of Staff is responsible for building and leading the daily operations of the executive office and acts as project manager for special projects in support of the CEO's strategic objectives. This position requires someone who is an expert in executive administration, can independently lead projects, and has the discretion and judgement to act as a delegate to the CEO.

ESSENTIAL DUTIES AND RESPONSIBILITIES

This list may not include all of the duties that may be assigned.

1. Builds and lead the daily operations of the executive office.
2. Builds and runs operating cadence for leadership meetings, board meetings, and leadership offsites.
3. Tenaciously manages CEO's time, including prioritizing, and coordinating meetings, making travel arrangements, and completing expense reports. Act as the point of contact for the CEO's direct reports. Triages all incoming requests for CEO's time and ensures calendar is aligned with the priorities of the organization
4. Prepares CEO for all meetings. Creates agendas and compiles, writes, and edits presentation materials. Facilitates, attends, takes notes, and tracks action items from ELT meetings and Board Meeting as needed.
5. Assesses all inquiries directed to the CEO, determines priority and the proper course of action. Uses discretion and judgement to respond to employee and external patient inquiries, assigns to appropriate leader and ensures a timely and complete response.
6. Tracks ELT progress towards achieving CEO goals and intervenes when objectives are not being met. Acts as project manager for portfolio of strategic initiatives. For example, aligns ELT initiatives to the 4 strategic pillars and facilitates weekly calls with executives to track progress. Documents action items from weekly ELT call and board meetings and ensures completion. Tracks high priority initiatives for the CEO to identifies and resolves obstacles.
7. Manages special projects. For example, acts as event planner for 100+ person, 3-day regional strategic leader offsite meeting, handling all logistics, budgeting, and vendor negotiations for this event. Provides business specifications for a balance scorecard and acts as a project manager with Tapestri team to ensure on-time and high-quality delivery.
8. Promotes ELT team cross-functional communication and collaboration. Leads CEO action planning to address employee engagement survey results.
9. Manages the CEO's internal brand & reputation. Creates and executes a strategy to promote visibility and interaction with employees at all levels of the company.
10. May supervise future administrative assistants supporting other ELT leaders.
11. Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES

1. May supervise future administrative assistants supporting other ELT leaders.

QUALIFICATIONS

EDUCATION: BS/BA degree is required.

EXPERIENCE: Minimum 7 years of experience supporting a member of senior management required.

Experience working in a publicly traded or private equity backed organization preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of healthcare industry.
• Intermediate knowledge of excel, MS Teams and Outlook.
• Project management experience.
• Ability to get things done quickly, simplify processes, and help the organization operate more efficiently.
• Ability to utilize discretion and independent judgement.
• Excellent organizational skills, clerical skills, and interpersonal skills are a must; as are strong analytical skills.
• Ability to multi-task.
• Ability to thrive in a fast-paced organization with an accelerated growth profile.
• Strong writing and editing skills, meticulous attention to detail, demonstrates time-management skills, including ability to manage multiple, competing priorities and projects.
• Ability to use interpersonal skills and judgment.

TYPICAL WORKING CONDITIONS

• Non-patient facing
• May be full time remote/telework
• Quarterly traveling required. 20% travel

OTHER PHYSICAL REQUIREMENTS

• Vision
• Sense of sound
• Sense of touch

PERFORMANCE REQUIREMENTS

Adhere to all organizational information security policies and protect all sensitive information including but not limited to ePHI and PHI (Protected Health Information) in accordance with organizational policy, Federal, State, and local regulations.