Job Summary:
The Chief of Staff to the CEO supports the CEO in the day-to-day operations of the credit union, helping to coordinate key initiatives and ensure smooth communication across departments. This role involves assisting with important projects, facilitating decision-making, and providing both strategic and administrative support to the CEO. The Chief of Staff helps streamline workflows, ensures alignment with organizational goals, and acts as a key point of contact within the CEO’s office. This is an in-office position based in the Burbank corporate office. While reporting directly to the CEO, the role does not hold a C-Suite or executive title.
Key Responsibilities:
Operational Efficiency:
Ensure that the CEO's office operates smoothly by managing and prioritizing daily activities, scheduling, and communication flow.
Optimize internal processes to increase efficiency and effectiveness across departments, particularly those that directly report to the CEO.
Facilitate cross-departmental collaboration and ensure operational activities are aligned with organizational goals.
Organize and manage executive meetings, including preparing agendas, gathering relevant materials, and following up on action items. Improve and streamline organizational processes, identifying inefficiencies and recommending solutions.
Team Coordination:
Act as the primary liaison between the CEO and other senior executives, ensuring effective communication, alignment, and coordination of priorities.
Provide support for the leadership team, helping them manage their tasks and departmental goals.
Build relationships with key stakeholders, including board members, clients, partners, and employees.
Project Management:
Ensure strategic projects are on track, within scope, and aligned with the credit union’s goals, providing regular updates to the CEO.
Identify potential risks, propose solutions, and mitigate issues that arise during the implementation of key projects.
Board & Executive Communication:
Support the CEO in preparing for board meetings, including the development of materials such as agendas, presentations, and reports.
Act as a communication bridge between the CEO and board members, ensuring that priorities and decisions are well-understood and executed.
Coordinate follow-up on action items and strategic initiatives resulting from board meetings and executive discussions.
Internal and External Relations:
Serve as a trusted representative of the CEO with internal and external stakeholders, partners, regulators, and community organizations.
Build and maintain strong relationships across departments, external partners, and key stakeholders to foster a collaborative and productive environment.
Handle sensitive information and provide the CEO with timely updates regarding issues affecting the Credit Union.
Strategic Planning and Execution:
Collaborate with the CEO to implement the credit union's long-term strategic plan and ensure alignment across all organizational levels.
Assist in formulating, tracking, and communicating the credit union's strategic initiatives, goals, and performance metrics.
Assists with execution of high-priority projects that directly support the CEO’s vision and the credit union’s mission.
Special Projects and Initiatives:
Lead and manage special projects or initiatives as directed by the CEO, ensuring that they are executed effectively and within timelines.
Provide support in key areas such as mergers and acquisitions, new product rollouts, or community engagement efforts.
Administrative Support:
Manage the CEO’s calendar, schedule meetings, and organize travel arrangements as needed, ensuring time is efficiently allocated to high-priority activities.
Ensure the CEO is fully prepared for meetings, providing relevant materials, reports, and background information ahead of time.
Maintain confidentiality and discretion in managing sensitive and confidential information.
Draft and distribute statistical reports, analysis, and exhibits to company stakeholders and, where required, to regulatory and government agencies.
Qualifications & Skills
Education:
HS Diploma
Bachelor’s degree in business administration, management, or a related field, preferred.
Experience: 3+ years of experience in an executive-level support role, project management, or business operations. Previous experience as an executive assistant, operations manager, or in a leadership role is highly desirable. Experience in the credit union or financial services sector is strongly preferred, with a deep understanding of the regulatory environment and industry trends. Demonstrated experience working with or supporting C-suite executives, particularly the CEO or other senior leaders.
Skills:
Strong organizational and multitasking abilities.
High attention to detail.
Excellent verbal and written communication skills.
Sense of urgency, ability to manage competing priorities in a fast-paced environment.
Strong problem-solving and analytical skills, with the ability to resolve complex issues and manage conflicts effectively.
Exceptional organizational and time management skills, with a strong ability to prioritize and manage competing demands.
High level of integrity and confidentiality.
Proficiency in office software (e.g., Microsoft Office, Google Suite, project management tools).
Competencies:
Proactive: Self-starter who anticipates needs and takes initiative to address them before they arise.
Adaptable: Comfortable in a dynamic, ever-changing work environment with the ability to adapt and pivot quickly.
Relationship Builder: Ability to build strong relationships across all levels of the organization.
Proactive: Ability to anticipate the CEO’s needs and act with foresight to address them before they arise.
Relationship-Oriented: Strong interpersonal skills to foster collaboration and trust with both internal and external stakeholders.
Results-Driven: Focused on achieving organizational goals and ensuring that initiatives are executed successfully.
Strategic Thinker: Ability to think critically and strategically to support the organization’s vision and goals.
Discreet and Confidential: A high level of professionalism and discretion in handling sensitive or confidential matters.
Working Conditions: Full-time position with flexibility as needed, depending on the CEO’s schedule and organizational needs. Occasional travel may be required for meetings or conferences.
