Chief of Staff

The Chief of Staff (CoS) is a trusted partner to the Executive Director who strengthens and supports organizational cohesion, alignment, coordination and communication across teams. The role oversees effective functioning of the executive office, coordinating daily activities, and advancing the organization's goals. This key role serves as a connective hub to support executive leaders translate organizational priorities and decisions into clear plans, streamlined cross-functional work, and fostering clear communication across all levels to meet goals. The COS maintains a comprehensive view of the organization - across teams and time - to proactively identify gaps that could impede process and facilitate continuity and alignment between organizational vision and activities.

This role is responsible for maintaining alignment within the leadership team and managing interactions with the Board of Directors.Acting as a 'force multiplier,' the CoS allows the Executive Director (ED) to concentrate on high-impact tasks by efficiently managing daily operations. Ultimately, this role empowers the ED to participate in mission-critical planning and finalize key organizational decisions.

Chapin Hall embraces a "Work from Anywhere" approach which offers flexible remote work from anywhere in the United States. Chapin Hall also offers in-person opportunities for staff to build: 1) connections, 2) team cohesion and creativity, and 3) a sense of belonging to the organization. All staff are expected to travel to and engage in a minimum of two annual 2-day "All Hall Convenings" featuring shared learning, teamwork, and fellowship. Reasonable accommodations are made for those who require modifications.

RESPONSIBILITIES

Administrative Leadership and Cross-Functional Coordination:

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  Work with the ED and senior leadership team to identify and prioritize administrative activities and initiatives, turning high-level goals into concrete plans with timelines and deliverables.

  
  
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  Coordinate large-scale, cross-functional projects and initiatives from ideation to execution, ensuring alignment with organizational goals and timely delivery.

  
  
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  Serve as a liaison between the ED and department heads, ensuring effective communication to prevent working in silos and enhance overall team performance.

  
  
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  Identify potential obstacles leaders might face and address them proactively to ensure they meet their commitments and responsibilities.

  
  

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  Attend key meetings on behalf of the ED, synthesize discussions, and report on outcomes to ensure leaders' responsibilities are fulfilled, the executive stays informed, and all decisions are documented.

  
  

Executive Office Management and Schedule Optimization:

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  Oversee and prioritize the ED's calendar and schedule, in collaboration with the Executive Assistant ensuring alignment with key organizational priorities and high-impact activities.

  
  

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  Coordinate with internal and external stakeholders to triage and manage requests for the ED's time, ensuring effective delegation and alignment with strategic focus areas.

  
  

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  Partner with the Executive Assistant to coordinate travel arrangements and manage the logistical details of the ED's engagements, meetings, and public appearances.

  
  

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  Develop and manage the budget for the Executive Office.

  
  

Setting Positive Organizational Culture:

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  Collaborate closely with senior leaders throughout the organization to promote a positive, inclusive culture through everyday interactions, messaging, and shared accountability.

  
  

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  Align daily operations with the organization's vision, making employees feel connected and fostering positive change to create a cohesive and productive environment.

  
  

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  Be a visible advocate and role model: Act as a positive voice and embody the organization's values to influence others.

  
  

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  Champion the vision by helping to define and communicate the organization's culture, vision, and values, ensuring they are aligned with business goals and strategic priorities.

  
  

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  Stay attuned to the pulse of the organization's pulse by leveraging your unique position to evaluate overall morale, identify areas for improvement, and collaborate with leadership to resolve issues.

  
  

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  Foster alignment by making sure that cultural and daily practices match Chapin's values.

  
  

Internal Communications Oversight:

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  Oversee internal communications, ensuring consistent, clear, and timely dissemination of the organization's vision, goals, and updates from the executive office to all staff.

  
  

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  Draft, review, and edit internal and external communications for the ED, including organizational emails, reports, presentations, and organizational announcements.

  
  

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  Coordinate messaging with the Communications and Development leaders to ensure continuity, alignment, and consistency in the voice of the ED and the broader organization.

  
  

Meetings Management (Executive, Board, and All-Staff):

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  Plan and coordinate executive meetings, including preparing agendas, gathering and distributing necessary briefing materials, documenting key decisions and action items, and ensuring timely follow-through.

  
  

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  Coordinate all logistical aspects of Board of Directors activities, including planning meetings, preparing comprehensive board materials and presentations, and managing the logistics of board events and retreats.

  
  

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  Track and coordinate the execution of all action items and decisions made during board meetings, ensuring accountability among the leadership team.

  
  

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  Plan, coordinate, and execute all organizational staff meetings, including monthly, quarterly town halls, and annual all-staff events. Manage logistics, develop content, coordinate speakers, and ensure meaningful engagement across the entire organization.

  
  

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  Minimum of a bachelor's degree in public policy, law, or the social sciences required. Master's degree preferred. Equivalent combination of education and experience sufficient to successfully perform the essential job duties may be considered.

  
  

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  Minimum of 15 years of relevant work experience with 7+ years as a chief of staff or similar senior management and leadership role with significant supervision responsibilities.

  
  

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  Must be able to communicate clearly and effectively with a diverse range of people, from the executive team to external partners, while serving as a key connector across departments and upholding the highest level of discretion and integrity when handling confidential information.

  
  

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  Skilled in translating high-level goals into clear, actionable, and measurable plans, and driving their implementation throughout the organization.

  
  

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  Strong ability to prioritize tasks, manage complex schedules (including the ED's calendar), and maintain a structured approach to managing information and resources.

  
  

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  Skilled in analyzing current workflows, identifying inefficiencies, and implementing solutions to streamline operations and boost productivity.

  
  

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  Experience in financial analysis, budget management, audits, and understanding the financial drivers of nonprofit organizations to support strategic and operational decision-making.

  
  

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  Ability to collaborate with department heads to evaluate needs and strategically assign resources, including budgets and personnel, to ensure efficient use and alignment with organizational goals.

  
  

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  Skilled in tracking key performance indicators (KPIs), analyzing data to inform decisions, and recommending corrective actions when performance deviates from expectations.

  
  

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  Ability to plan and implement organizational changes smoothly, including creating communication plans, addressing concerns, and ensuring necessary support during transitions.

  
  

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  Skilled in planning and coordinating executive and board meetings, developing agendas, documenting action items, and ensuring timely follow-up on decisions made.

  
  

Technical Skills

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  Demonstrated proficiency with Microsoft Office Suite, including SharePoint, Word, Visio, OneNote, Excel, PowerPoint, Outlook, and Teams.

  
  

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  Experience using Zoom, Mentimeter, Mural.co and other virtual presentation and collaboration platforms.

  
  

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  Familiarity with VPN and Remote Desktop environments for secure remote work.

  
  

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  Experience with Zeck (or similar platforms) for managing board documents.

  
  

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  Ability to leverage generative AI tools (e.g., ChatGPT, Gemini) to support communication, analysis, and productivity.

  
  

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  Working knowledge of Formstack or comparable administrative form platforms.

  
  

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  Skilled in Adobe Acrobat for reviewing, editing, and preparing professional documents.

  
  

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  Experience with Power BI or other data visualization and reporting tools.

  
  

MINIMUM PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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  Must be able to remain in a stationary position for extended periods of time.

  
  

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  Must be able to operate a computer extensively for four (4) or more hours per day.

  
  

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  Must be able to travel locally and out of state occasionally.

  
  

Pre-employment background checks are required for all Chapin Hall positions. Chapin Hall approaches background checks with respect and fairness, ensuring that every applicant is given equitable review and opportunity.Chapin Hall's background check process complies with Section 2-103.1 of the Illinois Human Rights Act. Accordingly, a conviction will only be considered disqualifying if it has a substantial relationship to the job, or if hiring the individual would posean unreasonable risk to workplace safety. If you have any questions, please reach out to HumanResources@chapinhall.org. Formal expressions of interest are accepted online only. A cover letter, resume, writing sample, and reference contact information are required to be considered for this position.Individuals in need of reasonable accommodations to complete the application process should contact Human Resources by sending an email to recruiting@chapinhall.org.

Chapin Hall is an Affirmative Action, Equal Opportunity Employer that values and actively seeks diversity in its workforce. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, age, sex, genetic information, marital status, sexual orientation, gender identity

or expression, citizenship, citizenship status, pregnancy or maternity, national origin, status as an individual with disability, ancestry, protected veteran status, or any other status protected by law. Per U.S. Department of Labor regulations, Chapin Hall offers visa sponsorship in limited instances for hard-to-fill specialty occupation roles. If you have questions about visa sponsorship at Chapin Hall, please reach outto humanresources@chapinhall.org

Regarding the salary range

Chapin Hall adheres to a competitive market-aligned salary structure for all its administrative, policy, and research roles. Starting salaries within posted ranges are determined by the Chapin Hall Human Resources Department using a consistent, rigorous, and equitable review process.

Benefits

Chapin Hall provides a strong benefits program that addresses the diverse needs of our staff. The Chapin Hall Benefits Program offers competitive and comprehensive benefit options that allow you to design your own plan, to balance individual needs with affordability and support long-term financial stability for staff and their family. Our benefits include comprehensive health plans, paid time off, sick time, parental leave and retirement options. For more information on our benefits visit our Chapin Hall Website.