Chief of Staff

Philadelphia Ballet • Philadelphia, PA

11d

About The Position

The Chief of Staff reports directly to the Chief Executive Officer (CEO). The Chief of Staff keeps senior leadership and Trustees informed (as directed by the CEO) regarding strategic initiatives, special projects, and Board-related communications. Duties include attending meetings on the CEO’s behalf and providing leadership members, including the Board, with important company information to prepare them for upcoming meetings or presentations. The Chief of Staff is the primary point person for managing all Board-related activities including planning, scheduling, supporting meetings and communications.
Essential Functions:
The Chief of Staff will use leadership and problem-solving skills to assist with the daily operation of the organization including:
Collaborating with senior leadership to assist when determining and prioritizing business strategies as appropriate, requested or needed by the CEO and recommendations to help improve efficient operations within their respective departments
Managing the CEO’s complex scheduling requirements, including travel, requiring collaboration across departments.
Planning, coordinating, and keeping contents of a meeting focused on prepared agendas;
collaborating with CEO and Board members/Committee Chairs to prepare agendas;
compiling materials in BoardEffect, and
preparing presentations;
Tracking, organizing, and archiving meeting information and materials within SharePoint and BoardEffect to ensure accessibility for future use.
Assist CEO in determining key performance indicators and methods to measure team performance as it relates to organizational strategic initiatives; deliver, monitor and communicate progress towards goals including the qualitative and quantitative dashboards; provide tactical support to implement ideas (as directed by the CEO).
Responding to internal and external inquiries on behalf of the CEO.
Assist with strategic business initiatives from ideation to implementation, including the Program editing and other initiatives the CEO assigns.
Providing the CEO and other senior leaders with insight and analysis of the company’s operations, including recommendations for operational improvements across the organization.
Providing support and oversight for special projects and initiatives.
Planning, coordinating, and leading meetings as directed by the CEO; attend events when the CEO is not available representing PB as needed.
Other job duties as required.
Supervisory Responsibility: None
Expected Hours of Work: Days and hours of work are Monday through Friday, 9:00 a.m. to 5 p.m. Occasional evening and weekend work may be required as job duties demand.
Travel: Travel is primarily locally during the business day, although some out-of-the-area travel and overnight may be expected.

Requirements

• Bachelor's degree or equivalent work experience.
• Minimum 10 years of administrative experience.
• Minimum 5 years of administrative experience working with executive and senior level management.
• Experience working in non-profit organizations preferred, particularly performing arts.
• Expert level skills in Microsoft 360 applications.
• Experience in database management including SharePoint, Tessitura, and BoardEffect with an aptitude for learning new programs.
• Clear, accurate, written and verbal communication skills.
• Strong leadership skills.
• Time management, prioritization, and sense of urgency
• Problem-solving.
• Enthusiasm for learning.
• Discretion and tact.
• Empathy and the ability to build rapport with a wide range of people.
• Sense of humor
• Establish and maintain effective and productive working relationships within a diverse and multicultural environment.
• Ability to manage multiple priorities in a dynamic environment.
• Ability to collaborate well with others across all functional areas.
• Take appropriate steps to follow, promote, and enforce safe work practices in accordance with policies and protocols.
• Must pass criminal and child abuse background checks as required for role.

Nice To Haves

• Experience working in non-profit organizations preferred, particularly performing arts.

Responsibilities

• Collaborating with senior leadership to assist when determining and prioritizing business strategies as appropriate, requested or needed by the CEO and recommendations to help improve efficient operations within their respective departments
• Managing the CEO’s complex scheduling requirements, including travel, requiring collaboration across departments.
• Planning, coordinating, and keeping contents of a meeting focused on prepared agendas
• collaborating with CEO and Board members/Committee Chairs to prepare agendas
• compiling materials in BoardEffect, and preparing presentations
• Tracking, organizing, and archiving meeting information and materials within SharePoint and BoardEffect to ensure accessibility for future use.
• Assist CEO in determining key performance indicators and methods to measure team performance as it relates to organizational strategic initiatives; deliver, monitor and communicate progress towards goals including the qualitative and quantitative dashboards; provide tactical support to implement ideas (as directed by the CEO).
• Responding to internal and external inquiries on behalf of the CEO.
• Assist with strategic business initiatives from ideation to implementation, including the Program editing and other initiatives the CEO assigns.
• Providing the CEO and other senior leaders with insight and analysis of the company’s operations, including recommendations for operational improvements across the organization.
• Providing support and oversight for special projects and initiatives.
• Planning, coordinating, and leading meetings as directed by the CEO; attend events when the CEO is not available representing PB as needed.
• Other job duties as required.

Benefits

• Philadelphia Ballet offers a comprehensive benefits package including medical, dental and vision coverage, short and long term disability insurance, Life insurance, paid time off, paid sick time, a 401(k) retirement savings plan and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior