DEPUTY CHIEF OF STAFF

Description

SUMMARY

The Deputy Chief is responsible for the day-to-day workings of the Office of the President. This
position, which reports to the Chief of Staff, is the principal manager of the office, project
management, presidential schedule & advance, coordinating shared governance, and
meetings/events on behalf of the Office of the President. As such, the Deputy Chief of Staff
serves as the primary point of contact for internal and external constituencies on matters
pertaining to the Office of the President.
Duties include, but are not limited to organizing and coordinating outreach for internal and
external constituencies and oversight of special projects and events. Successful candidates
must be imaginative and enjoy working within a fast, varied and generative environment that is
focused on the community of CalArts and is results-driven in carrying out the work of the office.
Key proficiencies must include the ability to exercise sound judgement, strong and fast written
and verbal communication, foresight and strength with planning, building and maintaining trust,
and the ability to maintain a realistic balance among multiple and possibly changing priorities.
The Deputy Chief of Staff must possess the ability to work independently on projects from
conception to completion, be able to supervise employees and teams, and be able to work
under the pressure natural to an Office of the President, handling a wide variety of duties,
including confidential matters, with discretion.

DUTIES & RESPONSIBILITIES

General Office

• Manage staff in the Office of the President.
• Completes a broad variety of administrative tasks for the President including, but not limited to: completing expense reports; composing and preparing correspondence that is sometimes confidential; managing a system for coverage of in-person, telephone, and email inquiries and requests; arranging complex, detailed, often international travel plans, itineraries, and agenda compiling documents for meetings; procuring office supplies; collecting and distributing mail; budgeting; program implementation and evaluation; and occasionally driving and picking up guests and/or packages.
• Oversee and coordinate Student Employees of the President’s Office.
• Provides "gatekeeper"  and  "gateway" role, creating win-win situations for direct access to the President’s time and office.
• Monitor and respond to President’s emails when appropriate, direct email to appropriate offices, and draft correspondence for the President.
• Works closely and effectively with the President to keep them well informed of upcoming commitments and responsibilities, following up appropriately and informing applicable staff and faculty as needed.
• Acts as a "barometer", having a sense for the issues taking place in the environment and keeping the President updated.
• Conducts research and edits and completes drafts for written communications and presentations.

Meetings & Events

• Participate in strategic prioritization of events, projects, meetings, and other requests to align with CalArts’ Mission and strategic vision.
• Represent the institute at campus events as well as in meetings with other institutional personnel.
• Coordinate, plans and manages events on behalf of the Office of the President at various locations, including but not limited to CalArts campus, the President’s House, and external venues.
• Organize program requirements such as guest speakers, performers, and presentations for the President’s Events.
• Works with staff, internally and externally, to ensure compliance of conditional use of President’s house, permit regulations, and implement all CalArts event policies and protocol.
• Assists in the scheduling of and provide ancillary support for virtual events and webinars.
• Planning and oversight of the annual staff Holiday Party.
• Assists with trustee relations, maintains discretion and confidentiality in relationships with all board members, assists with trustee meeting scheduling, setup, and meals, and events as needed.

Presidential Schedule & Advance

• Strategic planning of the calendars of the President.
• Ensure that matters requiring the attention of the President are thoroughly developed, researched and evaluated; responds to routine inquiries as delegated by the Chief of Staff.
• Monitor and respond to President’s emails when appropriate, direct email to appropriate offices, and draft responses for the President.
• Research, write, edit and/or coordinate preparation of reports, briefings and presentations; crafts and edits messages, letters and other communication on behalf of