Chief of Staff

Job Description:

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Essential Tasks:

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• Manages complex calendars for the Chief Financial & Operations Officer. May provide additional support to other executive team members.
• Prepare presentations, reports, and documentation for executive meetings, board meetings, and other high-profile events
• Coordinate and manage special projects, tracking timelines, deliverables, and milestones, ensuring successful execution
• Schedule and coordinate travel (flights, hotels, rental cars) and create detailed itineraries
• Organize daily and weekly meeting schedules (including board meetings, virtual calls, and personal/family events)
• Event coordination & execution
• Draft executive correspondence and thank you notes
• Fosters a high-performance and respectful culture. 
• Facilitates communication between various departments, acts as a liaison, and ensures information flows effectively. 
• Manage multiple priorities, and perform duties with utmost discretion

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Core Competencies: 

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• Leadership: Display leadership skills and ability to motivate fellow employees
• Ability to Analyze and Solve Problems: Skill in recognizing challenges, exploring options, and implementing effective solutions in a timely manner
• Attention to Detail: A strong focus on completing tasks and projects accurately and thoroughly
• Communication Skills: Capable of expressing ideas clearly in both verbal and written forms and engaging with various audiences
• Timely Task Completion: Ability to finish tasks and projects efficiently, managing resources and priorities effectively
• Executive Collaboration: Strong business acumen and the ability to act as a strategic partner to senior leadership
• Team Collaboration: Willingness to work together with others, promoting teamwork and supporting shared goals
• Client Focus: Dedication to understanding and addressing the needs of clients and stakeholders to ensure their satisfaction
• Dependability: Acknowledgment of the importance of being present and punctual.
• Creative Thinking: Openness to suggesting new ideas and methods to improve processes and outcome
• Organizational Skills: Capability to prioritize tasks and manage multiple projects simultaneously
• Adaptability: Willingness to adjust to changing situations and priorities, showing resilience in a dynamic work environment

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Experience and Education:

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• 5+ years of administrative assistant experience, 2 years minimum supporting C-suite executives

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Licensing and Credentials:

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• None

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Systems:

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• Highly proficient with Microsoft Excel, Word, PowerPoint, and Outlook
• Highly proficient with zoom, teams or other similar meetup software
• Concur or other similar expense reporting software experience required

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Physical Requirements:

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• Ability to lift 25 pounds
• Repeated use of sight to read documents and computer screens
• Repeated use of hearing and speech to communicate on telephone and in person
• Repetitive hand movements, such as keyboarding, writing, 10-key
• Walking, bending, sitting, reaching and stretching in all directions

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Notice to Recruiters and Staffing Agencies: To protect the interests of all parties, Higginbotham Insurance Agency, Inc., and our partners, will not accept unsolicited potential placements from any source other than directly from the candidate or a vendor partner under MSA with Higginbotham. Please do not contact or send unsolicited potential placements to our team members.