The Opportunity
Reporting to the CEO, the Chief of Staff extends the capacity of the Chief Executive Officer and converts executive intent into coordinated action across the organization. The role partners closely with the CEO and the C-suite to develop high-quality business strategies and plans aligned with the company's short-term and long-term objectives, and holds the organization to the commitments it has made. Where members of the C-suite lead their respective functions, the Chief of Staff supports the Chief Executive directly and works across all of them.
The Chief of Staff owns the operating rhythm of the executive team - the cadence of planning, decision-making, and follow-through that determines whether strategy becomes execution. The role is for a leader who keeps the client at the heart of every decision the organization makes, and who brings exceptional communication, close attention to detail, sound judgment with confidential information, and the ability to resolve conflict swiftly and professionally.
Key Responsibilities
• Partner with the CEO and the C-suite to develop high-quality business strategies and plans, ensuring alignment with the company's short-term and long-term objectives
• In collaboration with the CEO, owns the strategic planning process, translating organizational priorities into actionable initiatives with named owners, milestones, and dates
• Oversee strategic business initiatives from development through successful execution under the guidance of senior leadership and department heads
• Lead and coordinate cross-functional projects and transformation initiatives, tracking timelines, deliverables, risks, and dependencies
• Track initiative progress against commitments, identify where execution is at risk, and bring the issue to the CEO with a recommended course of action
• Establish and maintain the operating rhythm of the executive team, including the cadence of leadership meetings and the accountability structures that support them
• Plan, coordinate, and keep the content of executive and committee meetings focused, ensuring decisions, owners, and follow-up actions are recorded and closed
• Serve as a trusted advisor to the CEO and as operational leader for the Office of the CEO, acting as a sounding board on decisions before they are taken
• Prepare the CEO for meetings, decisions, and external engagements, ensuring the relevant research, analysis, and options are assembled in advance
• Filter and triage incoming requests to the Office of the CEO, so that critical issues reach the CEO and the remainder are directed to the right owner
• Develop presentations and briefing documents for Board and organizational meetings and executive review
• Assist and advise executives in decision-making, program management, and initiative implementation
• Monitor cross-functional alignment and surface where departments are working at cross purposes
• Act as a key liaison between the CEO, the leadership team, staff, and external stakeholders, and support the preparation of board, ownership, and investor reporting
• Serve as liaison between staff, executives, senior leaders, and the CEO regarding company climate, employee well-being, project updates, proposals, and planning
• Facilitate communication between the CEO and the leadership team, ensuring direction is understood consistently across departments and sites
• Draft organizational messages on behalf of the CEO and support the internal communications strategy
• Prepare executive presentations, reports, briefing documents, and internal communications, and develop dashboards and performance tracking tools
• Determine key performance indicators that directly support the company's strategic objectives, and establish how team and departmental performance is measured
• Monitor financial and operating performance against plan, and prepare the analysis the CEO requires for business performance review
• Support growth initiatives, including the assessment of market, partnership, and expansion opportunities, in coordination with Strategy and Growth and Business Development
• Review weekly deliverables and status reports for accuracy and completeness before they reach the executive team
• Support the operationalization of strategic plans through process and workflow design, so that agreed strategy is carried into day-to-day practice
• Manage leadership team meetings, agendas, and goal-setting activities, including the annual and quarterly planning cycles aligned to corporate strategy
• Improve current processes and coordinate organizational procedures for optimized efficiency and productivity, identifying and implementing process improvements
• Support change management, organizational alignment, and continuous improvement across the business
• Conduct market, competitive, and industry research to inform executive decision-making and identify opportunities and risks
• Take ownership of special projects and high-priority business initiatives on behalf of the CEO
• Oversee daily operations through collaboration with senior management and department leaders
• Provide department leaders with recommendations and consultation to strengthen teamwork and cross-functional working
• Manage relationships with external partners and vendors
• Use technology to streamline and enhance business goals, the client experience, and the employee experience
• Oversee the executive office, including the CEO's schedule and travel, executive correspondence, records retention for executive files, and the planning and coordination of annual corporate meetings and facilities
• Manage sensitive and confidential information with discretion at all times
• Maintain a "Vitra-wide" approach to processes and change, ensuring practices are uniformly implemented across Vitra sites
• Foster a culture of customer service and commitment to quality care
• Serve as a brand ambassador for Vitra reflecting our vision, mission, and values
• Show genuine interest and compassion for the communities we serve and commitment to the diversity of our clients and team members
• Mentor and support team members
• Other duties as assigned
