Chief of Staff

FORESTDALE INC.•Town of Perinton, NY

11h•$120,000 - $135,000•Onsite

About The Position

The Chief of Staff serves as a strategic partner and operational leader to the Executive Director (ED), ensuring the Executive Office functions with excellence, clarity, and efficiency. The Chief of Staff oversees executive operations, board management, internal coordination, and high‑priority initiatives. This role blends high‑level strategic support with core executive assistance responsibilities, ensuring seamless execution of organizational priorities and the ED’s agenda. The Chief of Staff anticipates needs, manages complex workflows, strengthens communication across departments, and ensures that the ED’s time is aligned with mission‑critical work. The Chief of Staff also serves as the primary liaison to the Board of Directors, overseeing all governance logistics, communications, and meeting preparation. The Chief of Staff will be responsible for maintaining the agency calendar, scheduling, managing Board and Board Committee meetings, taking minutes, and managing other staff/agency meetings. The position will work closely with the Leadership Team and Executive/Advisory Boards.

Requirements

Bachelor’s Degree or Master’s degree preferred.
5–7 years of experience supporting senior executives; nonprofit experience strongly preferred.
Demonstrated experience managing Board relations and governance processes.
Exceptional writing, communication, and organizational skills.
Ability to manage multiple priorities under tight deadlines.
High emotional intelligence, discretion, and professionalism.
Strong project management and problem‑solving skills.
Proficiency with Microsoft Office, scheduling tools, and digital collaboration platforms.
Must possess the ability to communicate effectively with all levels of management, employees, outside contacts and members of the Board
Must possess a spirit of cooperation and enthusiasm
Must attend all mandatory meetings and specified training sessions
Must maintain confidentiality

Responsibilities

Serve as a trusted advisor and thought partner to the Executive Director.
Manage the ED’s priorities, ensuring alignment with organizational goals.
Prepare briefing materials, talking points, and follow‑up actions for internal and external meetings.
Strategic calendar management including planning and coordinating
Staff the leadership meeting and facilitate cross-team coordination of projects and assignments
Provide management for on and off-site meetings, including tech support, supplies, food and beverage, etc
Support strategic planning, cross‑departmental initiatives, and organizational change efforts.
Monitor progress on key projects and ensure timely execution of deliverables.
Draft high‑level correspondence, memos, and communications on behalf of the ED.
Prioritize conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
Serve as the primary point of contact for the Board of Directors and all Board committees.
Schedule all Board and committee meetings for the full calendar year, securing meeting space and coordinating logistics.
Confirm attendance, send reminders, and track participation.
Attend all Board and committee meetings; take minutes and ensure minutes are completed
Maintains discretion and confidentiality in relationships with all board members
Adhere to compliance with applicable rules and regulations set forth in the bylaws regarding board and committee matters, including advance distribution of materials
Manage administrative board communications, meeting preparation, and recordkeeping
Coordinate with committee chairs to confirm meeting dates, priorities, and follow‑up actions.
Manage Board communications, including announcements, updates, and document distribution.
Conduct site visits and logistical planning for Board retreats and special events
Liaison to the Governance Committee
Manage the Executive Director’s calendar with a high degree of accuracy, prioritization, and discretion.
Anticipate scheduling needs and proactively resolve conflicts.
Prepare daily briefings, meeting packets, and follow‑up task lists.
Ensure the ED is prepared for all meetings, presentations, and engagements.
Handle confidential information with the highest level of professionalism.
Coordinate travel, accommodations, and event logistics as needed.
Maintain an organized system for documents, files, and executive workflows.
Ensure timely completion of recurring tasks, including weekly calendars, meeting prep, and document review.
Facilitate communication between the ED and senior leadership, staff, and external partners.
Ensure follow‑through on decisions made by the ED and leadership team.
Support internal meetings, retreats, and staff engagement activities.
Draft internal communications, updates, and organizational announcements.
Coordinate with IT, HR, Finance, and Programs to ensure smooth operations of the Executive Office.
Lead or support special projects assigned by the ED.
Track deadlines, deliverables, and progress across departments.
Develop systems, templates, and processes to improve efficiency and communication.
Conduct research, prepare reports, and synthesize information for decision‑making.
Ensure the Executive Office is audit‑ready and compliant with internal protocols.