Chief of Staff - Administrator for the Office of the CEO

Company: Page Mechanical Group, Inc.
Location: Burbank
Posted on: May 23, 2025

Job Description:

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.
    • Providesupport 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.
                          
                          
                          
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Keywords: Page Mechanical Group, Inc., La Puente , Chief of Staff - Administrator for the Office of the CEO, Executive , Burbank, California