Chief of Staff

The Chief of Staff is a skilled member of the Family Voices team. This is a dynamic role in which every day will look different. It requires someone organized, strategic, and able to manage and balance multiple projects and tasks while communicating effectively. We seek someone with experience providing senior level administrative support and individualized assistance to staff with diverse skill sets and roles. The Chief of Staff will act on behalf of the Executive Director of Family Voices, both internally and externally. They must tenaciously track details and bring a meticulous level of detail to planning and coordination. The Chief of Staff functions in a multi-pronged role, providing senior level administrative support in three areas: for the Executive Director, for the Family Voices Board of Directors, and for senior management staff, as needed.

Responsibilities and Duties  

Executive Director Support :

• Serve as initial point of contact for internal and external needs of the Executive Director’s time, ensuring that important information is relayed, escalated issues are flagged and resolved, and mediocre matters are solved by appropriate parties.
• Respond to emails on behalf of Executive Director, as needed.
• Strengthen internal communications and develop and refine mechanisms for teams to work more effectively together, in collaboration with the leadership team.
• Handle questions and requests on behalf of the Executive Director, using sound judgment in determining when and how the Executive Director should be engaged on an issue. 
• Support the Executive Director's management of leadership and staff team meetings and management of those members. 
• Coordinate travel arrangements and provide additional support with travel-related requests. 
• Draft correspondences, including thank you letters for sponsorships/donations and letters of support. 
• Maintain confidentiality of highly sensitive information. 
• Provide technology and administrative support to Executive Director, as needed. 
• Provide other administrative support as needed. 

Board of Directors Support: 

• Act as liaison to the Board of Directors (BOD) by managing all board logistics, including:
• Point-of-contact for all FV Board members 
• Maintain Board Calendar of Events and ensure all members have sufficient notice of upcoming meetings and assignments 
• Schedule board meetings and other board-related meetings, as needed 
• Facilitate Board meetings by: 
• Tracking and disseminating all meetings materials and notifications to Board members. 
• Maintaining an electronic filing system of all Board documents and other required documentation. 
• Assisting committee chairs in scheduling meetings, taking notes, and providing follow-up, as needed. 
• Oversee the planning and execution of the annual in-person BOD Meeting by 
• Booking venues, assisting in finalizing contracts, and coordinating personnel for the event (i.e. hotel, restaurant, meeting catering, audio/visual, speakers, etc.).
• Coordinating, tracking, and maintaining all meeting documents to be sent by email and to the printer. 
• Handle day-to-day administration of events and programs, including vendor monitoring, travel planning for attendees, restaurant reservations, attendee participation, RSVP tracking, and issue resolution.
• Provide other administrative/clerical support to Board members as needed. 

 Senior Management Support: 

• Assist Finance by managing Divvy card usage of Staff, adding/removing funds for travel, making sure staff is following travel policies and procedures, and other policy procedures as needed. 
• Assist with administrative tasks for the organization including purchasing, information technology, printing, record-keeping, and other activities.
• Conduct general office activities such as: 
• Assist with mass mailings, especially mail merged documents. 
• Create and update staff fillable forms. 
• Enter donations received into the organization’s database (Salesforce) and send acknowledgment receipts to donors by email and mail, when necessary.
• Regularly perform data entry in organization’s database (Salesforce). 
• Track and follow-up on regular staff data reports.
• Generate shipping labels as needed for staff. 
• Collect and sort the mail weekly, if near our Concord, MA office. 
• Make travel arrangements for staff, as required.
• Organize, facilitate, and host staff and network video conference meetings, including: 
• Developing agenda items 
• Collecting meeting materials 
• Hosting Zoom calls 
• Taking meeting minutes 
• Oversee the planning and execution of the annual in-person Staff Retreat including: 
• Establish Planning Committee and facilitate those meetings. 
• Book venues, assist in finalizing contracts, and coordinate personnel for the event (i.e. hotel, catering, audio/visual, speakers, etc.).
• Coordinate, track, and maintain all meeting documents to be sent by email and to the printer. 
• Handle day-to-day administration of events and programs, including vendor monitoring, travel planning for attendees, restaurant reservations, attendee participation, RSVP tracking, and issue resolution.
• Provide other administrative/clerical support as needed 

Qualifications and Skills :

• A minimum of three years of experience in a similar role. 
• Prior experience providing clerical and administrative support. 
• Demonstrated patience, attention to detail, and accuracy. 
• Specific evidence of capacity to work independently and collaboratively in a virtual workspace.
• Proven success in a similarly dynamic role with the ability to complete tasks and projects with skillful oversight and support. 
• Able to motivate staff and Board to complete tasks and meet deadlines. 
• Committed to treating all tasks with equal importance.
• In-depth understanding of entire MS Office suite and range of other software applications related to communication, teleconferencing, fiscal, and team project tracking and collaboration. 
• Ability to set and adjust workload priorities daily.
• Excellent problem solving and critical thinking skills. 
• Excellent organizational and administrative skills. 
• Professional-level speaking and writing skills. 
• Demonstrated willingness and ability to work both independently and collaboratively with others, sometimes in a high-stress, fast-paced environment. 
• Ability to be flexible, proactive, resourceful, and efficient with a high level of professionalism. 
• Candidate must have dedicated workspace at home that facilitates productivity.
• Preference will be given to multilingual applicants and those with lived experience as a family member of individuals with special health care needs. 

• A choice from three comprehensive medical insurance options; Family Voices contributes 80% towards premiums for staff and dependents.
• Dental and vision insurance; Family Voices contributes 80% towards premiums for staff and dependents.
• Generous vacation leave starting at 12 days annually for new employees.
• Twelve days of annual sick leave.
• Fifteen paid holidays per year.
• Paid parental leave.
• Retirement plan with a 6% employer contribution.
• Employer-paid short term and long term disability insurance.
• Employer paid life and accidental death & dismemberment insurance.
• Access to a Flexible Spending Account for healthcare and dependent care expenses.

Location

The Chief of Staff may be based anywhere in the United States. If based outside of the Eastern time zone, the Chief of Staff must be available between the core hours of 10 a.m. – 4 p.m. Eastern time. They must also be available to manage logistics and participate in evening Board of Directors meetings at least twice monthly.