Western Dental

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Chief of Staff

Job Locations US-CA-Orange
ID
2025-20466
Category
Corporate Support
Position Type
Regular Full-Time
Company Brand
Western Dental & Orthodontics
Urgently Hiring
Yes
Max
USD $170,000.00/Yr.
Min
USD $80,000.00/Yr.

Overview

The Chief of Staff  serves as a strategic partner to the CEO or senior leadership team, helping to drive key organizational initiatives, enhance operational efficiency, and ensure alignment across departments. Chief of Staff  plays a vital role in overseeing daily operations, managing key projects, and facilitating communication between various teams to ensure organization’s goals are being met effectively and efficiently.

Responsibilities

Strategic Planning & Execution:

  • Assist in the development and execution of the organization’s strategic objectives.
  • Coordinate with department heads to ensure the alignment of departmental goals with overall business strategy.
  • Track progress against key initiatives and report on outcomes to the executive team.

Meeting Coordination & Leadership:

  • Lead and coordinate weekly leadership team meetings, including setting agendas, facilitating discussions, and ensuring action items are assigned and tracked.
  • Lead cross-departmental meetings to review project progress and address any roadblocks.
  • Prepare meeting materials, track deliverables, and follow up on outstanding action items.
  • Ensure meetings stay on schedule, with clear outcomes and next steps.
  • Communication & Coordination:
  • Handle confidential and sensitive information with discretion.
  • Coordinate with other team members and departments to ensure smooth operations.
  • Slides & Presentations: Assist in the preparation, updating, and refinement of presentations, ensuring they are visually engaging and aligned with executive objectives.
  • Proofreading & Summarizing: Provide support in proofreading documents, meeting notes, and summarizing key takeaways to ensure clarity and accuracy.
  • Tracking Initiatives: Track ongoing initiatives and projects, ensuring timely updates are provided to the executive team and stakeholders.

Project Support & Management:

  • Oversee the administration of ongoing Sonrava projects by ensuring timelines, resources, and team members are aligned and tasks are completed efficiently.
  • Act as the main point of contact for project updates, ensuring that all relevant stakeholders are informed of progress.
  • Help with project planning, scheduling, and resource management to ensure successful and timely project delivery.
  • Monitor multiple projects simultaneously, keeping the CEO and senior leadership team updated on status and helping to resolve any issues that arise.

Cross Departmental Coordination:

  • Act as a liaison between departments to ensure collaboration and smooth communication.
  • Support interdepartmental projects by organizing resources and acting as a facilitator to drive progress.
  • Monitor departmental performance and align activities with the organization’s strategic goals.

Special Administrative Projects:

  • Lead special projects initiated by the executive team, such as preparing reports, overseeing organizational changes, or launching new initiatives.
  • Coordinate the execution of ad-hoc projects, ensuring all deliverables are met and completed with high attention to detail.
  • Support key organizational events, including preparing materials, managing logistics, and coordinating schedules.

Stakeholder Management:

  • Facilitate communication between the CEO and other executives, department heads, and external partners.
  • Represent the CEO or executive team in meetings as needed and ensure the flow of information is efficient and transparent.

Leadership & Team Development:

  • Provide mentorship and guidance to junior staff and senior leaders.
  • Foster a culture of collaboration, transparency, and continuous improvement within the organization.

Crisis Management & Problem-Solving:

  • Act as a point of contact for urgent issues, solving problems or escalating them to the appropriate party.
  • Resolve internal conflicts or concerns with an objective approach to ensure a positive work environment.

Qualifications

Experience:

  • Proven experience in senior leadership or strategic role (e.g., Operations, Project Management).
  • Experience in working directly with senior executives, preferably the CEO or board members.
  • Proven experience as an C Level Executive Assistant or in a similar administrative support role.
  • Advanced proficiency in Microsoft Excel, including knowledge of macros, pivot tables, and data analysis.
  • Strong communication skills, both written and verbal.
  • Excellent organizational skills with the ability to prioritize and manage multiple tasks simultaneously.
  • Detail-oriented and proactive, with a solutions-oriented mindset.
  • Ability to work independently and in a team-oriented environment.
  • Discretion and professionalism in handling confidential information.

 

Education:

  • A bachelor's degree in business administration, management, or a related field (an MBA or equivalent advanced degree is often preferred).

Skills:

  • Superior organizational and time-management skills with keen attention to detail.
  • Strong project management abilities, including the capacity to prioritize tasks and manage multiple deadlines simultaneously.
  • Excellent written and verbal communication skills.
  • Ability to manage competing priorities and handle sensitive matters with discretion.
  • Proficient in using productivity and project management tools (e.g., Microsoft Office Suite, Google, etc).
  • Experience in preparing reports, presentations, and high-level documentation.

Personal Attributes:

  • Proactive, self-starter with the ability to work independently and in collaboration with others.
  • Strong leadership skills, capable of directing teams and managing processes.
  • Comfortable working in a fast-paced, high-demand environment while maintaining professionalism.
  • Ability to maintain a calm and organized approach in challenging situations.

 

Work Environment:

The Chief of Staff will work in a dynamic environment, supporting the senior leadership team, and will be expected to manage a variety of administrative tasks and projects simultaneously. The role requires flexibility, adaptability, and the ability to juggle multiple priorities while maintaining a high level of efficiency and accuracy.

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