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Chief of Staff

4 months ago

New Orleans, United States HR NOLA Full time
Job DescriptionJob Description

CHIEF OF STAFF

FULL TIME / EXEMPT

LOCATION: NEW ORLEANS BIOINNOVATION CENTER (ON - SITE)

REPORTS TO: EXECUTIVE DIRECTOR

SUPERVISES: ADMIN INTERNS

Please provide a 1-page cover letter telling us more about yourself. Please show us why you are a great fit for the role & the value you would provide to our team

Purpose:
Reporting directly to the Executive Director (ED), the Chief of Staff (CoS) will be responsible for the coordination of the essential business activities of the organization (talent, budgeting/planning, communications, performance management, data/impact reporting, compliance, culture, etc.) to ensure that the organization is operating optimally in terms of productivity, communications, partnerships, fundraising, vision-setting, and impact.

This position will also work with the New Orleans Biofund to provide investments to support early-stage businesses and increase capital access to under-represented groups.

Responsibilities/Duties/Functions/Tasks:

  • Act as strategic thought partner with the ED
  • Serve as a liaison between the ED, Staff, Stakeholders, and Board of Directors
  • When appropriate, serve as proxy when engaging with staff, board, donors, potential donors, LPs, tenants, clients, partners and potential partners. Prepare ED with the necessary research, information, and materials to effectively manage meetings
  • Leadership of the organization’s intranet & CRM platforms
  • Optimize the way the ED and program teams function in and across the organization
  • Partner with ED to define and advance organization annual and quarterly priorities
  • Develop and implement an internal communication and engagement strategy best suited to communicate key organizational information to staff and Board of Directors
  • Draft communications & content on behalf of ED, Manages the ED calendar and prioritizes their time and schedule.
  • Drafts letters, emails, reports, and other correspondence on behalf of the ED.
  • Supports ED in meetings by taking notes and assuming responsibility for completion of action items.
  • Ensures timely and effective completion of projects and initiatives of the ED.

Team Culture & Experience

  • Partner with senior leadership to build a strong team culture and a safe, supportive, and nurturing environment that fosters team productivity and excellence
  • Plan and manage org-wide meetings or retreats including creating agendas and any presentation materials required
  • Assist coordination of wellness programming for BioInnovation Center community
  • Organize & track professional development opportunities and language learning for staff and interns

Coordinate Key Business Processes and Internal Communications:

  • Acts as a point of contact or gatekeeper between top management and other stakeholders. Provides oversight and guidance to projects of high importance
  • Plans and directs all administrative, travel, and operational activities for ED
  • Plans and directs all NOBIC Internship/Student Experiential Learning Programming
  • Supports Executive Director communications including but not limited to mail & email correspondence with partners, stakeholders, investors, and Board of Directors
  • Organizes and prioritizes critical issues and required information for the executive to facilitate efficient decision making and updates business plan accordingly
  • Oversee onboarding and internal training of staff in NOBIC systems
  • Partner with program directors to ensure that the process for job postings, interviews, background checks, team onboarding and performance evaluations, etc. is a consistent and documented process
  • Support the staff performance evaluation process and make sure the process clearly assesses performance relative to org-wide key performance indicators and program goals
  • Organize and direct grants management efforts in coordination with Accountant
  • Supervise and coordinate Annual Report
  • Coordination of NOBIC Board meetings

New Orleans BioFund Portfolio Management

  • Preparing Investment Committee and LP Reports, memos and presentation materials in coordination with NOBF staff
  • Coordinating with client CEO, CFO, and/or CPAs on behalf of ED
  • Attending client calls, business meetings, tenant meetings, workshops/seminars, etc.
  • Additional tasks in order to ensure proper management of the current debt & equity portfolios
  • All other duties as needed

Qualifications:

  1. Required Education and Experience
    1. Bachelor’s Degree in relevant field
    2. 3 years of experience in Operations
  2. Preferred Education and Experience
    1. MBA or graduate equivalent
    2. 3 years of experience as a Chief of Staff
    3. Please provide a 1-page cover letter telling us more about yourself. Please show us why you are a great fit for the role & the value you would provide to our team

Competencies:

  1. Project Management
  2. Attention to Detail
  3. Planning/Organizational Skills
  4. Communication
  5. Integrity & Accountability
  6. Adaptability
  7. Results Oriented

 

Travel: Some out of state travel will be required for this position

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. While performing the duties of this job, the employee is frequently exposed to extreme outdoor temperatures, airborne particles and loud noise levels in the work environment. The worker is occasionally subject to loud noises and vibrations.

Physical Demands:

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.

This position requires the ability to speak and hear. This position requires occasional crouching, reaching, standing, walking, fingering, grasping and pulling.  This position is largely sedentary, but occasionally may require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading In the performance of their respective tasks and duties, all employees are expected to conform to the following:

  • Perform quality work within deadlines, with or without supervision
  • Interact professionally with other employees, customers, and suppliers
  • Work effectively as at team contributor on all tasks, projects, and assignments
  • Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations


This job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

 

We are proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and the businesses we support.

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