Chief of Staff: Operations and Special Projects

CARDEA HEALTH•Piedmont, CA

13d•$90,000 - $130,000•Hybrid

About The Position

The Chief of Staff: Operations and Special Projects serves as a key operational partner to the CEO and executive team. This role is responsible for coordinating executive operations, overseeing administrative and technology functions, supporting organizational infrastructure, and leading special projects that advance Cardea Health's mission and organizational goals. The Chief of Staff acts as a central point of coordination for executive priorities and cross-functional initiatives, helping identify operational gaps, improve processes, and ensure teams have the resources and support needed to succeed. This position oversees the Executive Assistant team and IT functions, supports board administration and governance activities, oversees the organizational scheduling and timekeeping processes, and helps ensure new programs, sites, and initiatives have the operational support needed for success. The ideal candidate is highly organized, proactive, resourceful, and comfortable balancing multiple priorities in a fast-paced environment. They are a strong problem solver who enjoys building systems, coordinating across teams, managing projects, and turning ideas into action. This role is ideal for someone who thrives on creating structure, improving organizational effectiveness, and helping teams operate efficiently and collaboratively.

Requirements

Demonstrated experience managing complex projects, coordinating cross-functional initiatives, and improving organizational operations and processes
Strong organizational and project management skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously
Exceptional communication, relationship-building, and interpersonal skills, with the ability to work effectively across all levels of an organization
Strong critical thinking, problem-solving, and decision-making abilities, with a proactive approach to identifying challenges and implementing solutions
Experience managing administrative, operational, executive support, or organizational support functions
Ability to work independently, exercise sound judgment, and maintain confidentiality when handling sensitive information
Highly adaptable and able to thrive in a fast-paced, evolving environment with shifting priorities
Strong attention to detail and commitment to producing high-quality, accurate work
Proficiency with Microsoft Office, Google Workspace, presentation development, and project management tools
Deep commitment to Cardea Health's mission of providing housing and healthcare to unhoused individuals with dignity, compassion, and respect

Nice To Haves

Bachelor's degree in Business Administration, Healthcare Administration, Public Administration, Nonprofit Management, Communications, or a related field
Five or more years of experience in operations, executive support, project management, administrative leadership, organizational effectiveness, or a related field
Experience supporting senior executives, leadership teams, boards of directors, or organizational governance activities
Experience managing administrative, executive support, technology, operations, or other organizational support functions
Experience leading complex projects involving multiple stakeholders, departments, and competing priorities
Experience supporting new program launches, organizational growth initiatives, process improvement efforts, or operational change management
Experience working in a nonprofit, healthcare, social services, housing, or other mission-driven environment
Experience supervising administrative, executive support, technology, or operational support staff

Responsibilities

Coordinate executive priorities and organizational initiatives on behalf of the CEO, ensuring projects, deliverables, and follow-up items are completed effectively and on time
Identify operational gaps, inefficiencies, and administrative needs across the organization and develop practical solutions to improve effectiveness and support organizational growth
Lead and support high-priority projects and special initiatives, coordinating stakeholders, timelines, resources, and communications to ensure successful implementation
Support operational planning and readiness for new programs, sites, and organizational initiatives by ensuring appropriate administrative, technology, communication, and logistical infrastructure is in place
Serve as a key point of coordination between executive leadership, departments, vendors, and support functions to promote collaboration and effective communication
Prepare reports, presentations, meeting materials, and other executive-level communications for leadership, board members, funders, and external stakeholders
Manage Executive Assistants, providing guidance, workload oversight, prioritization support, and coordination of executive and administrative services across the organization
Directly provide, and oversee EAs in providing, administrative support for organizational meetings, including agenda preparation, scheduling, minute-taking, logistics coordination, calendar management and follow-up activities
Oversee board administration activities, including scheduling board meetings, maintaining board documents, distributing board materials, supporting board communications, and coordinating board meeting logistics and minutes
Monitor and manage the organization's general email inbox and ensure inquiries are appropriately routed and addressed
Oversee organizational technology operations, including management of IT personnel, coordination with external IT vendors, employee technology support processes, equipment deployment, and device lifecycle management
Provide oversight and support for organizational scheduling, attendance, and timekeeping functions in partnership with the Operations Manager, helping identify process improvements and ensuring operational needs are met
Coordinate staff, resident, volunteer, donor, and organizational events, including planning, logistics, vendor coordination, and administrative support
Develop and maintain systems, processes, and tools that improve organizational efficiency, consistency, and service delivery
Perform other duties and special projects as assigned
Work collaboratively with staff, leadership, board members, community partners, vendors, and external stakeholders