Deputy Chief of Staff

Application Deadline: 11 December 2024

Department: President's Office

Employment Type: Full Time

Location: Stephen A. Schwarzman Building

Reporting To: Sam Rubin

Compensation: $125,000 - $135,000 / year

Description

Overview
The Deputy Chief of Staff acts as a thought-partner and force-multiplier for the Chief Strategic Planning Officer & Chief of Staff, working to advance the vision of the President and translating it into results. The Deputy Chief of Staff manages the flow of information and processes in the President's Office; supports and enhances the strategic use of Library executives’ and the Board’s time in order to deliver on the Library’s priorities; and helps advance cross-functional projects and initiatives. 
A successful Deputy Chief of Staff builds trust with the senior leadership team and Library staff to “get things done”; routinely rolls up their sleeves and knows the details while always seeing the “big picture”; is a superb project manager and an excellent communicator; exercises considerable discretion in dealing with sensitive information; and demonstrates diplomacy in navigating a wide range of stakeholder relationships. 
We are looking for someone we can count on to:
Own:

• The day-to-day functioning of the President’s Office
• Planning, coordination, and project management of organizational wide processes and initiatives emitting from the President’s Office

Teach:

• How teams can work better together to advance the institution’s priorities

Learn:

• The “tools of the trade” for being a Chief of Staff 
• How to build the trust of a variety of stakeholders

Improve:

• The Chief Strategic Planning Officer & Chief of Staff’s ability to delegate tasks and execute on strategic/transformational initiatives

Some expectations for this role are that within:
1 month, this person will:

• Get up to speed on the operations of the President’s Office
• Develop a rapport with the President, the Executive Office team, and the Chiefs
• Gain an understanding of Library-wide Strategy and Priorities

3 months, this person will:

• See ways to make larger process improvements
• Start taking on initiatives

6 months and beyond, this person will:

• Have a portfolio of initiatives to “own”

Responsibilities

• Manage the day-to-day operations of the President’s Office – budgets, workflows, information, briefings, talking points, presentations, and correspondence – resulting in the efficient running of the office, responsiveness to stakeholders, adequate preparation of the President, and the most effective use of his time, working closely with the President’s Executive Assistant and Administrative Assistant.
• Draft talking points and speeches for the President, capturing his voice and Library priorities
• Prepare materials to brief the President and executive team on a wide range of policy matters and provide information to support effective decision-making.
• Support weekly executive team meetings, developing standards for materials quality and timeliness, ensuring strategic agendas, and following up on action items, working closely with the Chief of Staff to the Chief Operating Officer.  
• Support planning, content creation, and coordination of quarterly Leadership meetings to promote productive team dynamics, an understanding of Library priorities, and the ability to execute on them, in collaboration with key partners and stakeholders.
• Support the delivery of Library-wide strategy by developing systems to track and report on progress and by coordinating the annual goal-setting process, working closely with Strategy, HR, and others. 
• Directly manage and coordinate Library-wide projects and initiatives, working closely with key stakeholders. 
• Support the planning and execution of Board and Committee meetings and handling issues related to the Board, working closely with the Board Operations & Relations Manager 
• Work closely with the Communications team to ensure consistency and coordination in communications and messaging among Leadership and from the President’s Office to the organization and externally.
• Proactively identify opportunities for process improvement within the President’s Office and across the senior leadership team.
• Be a thought-partner to the Chief Strategic Planning Officer & Chief of Staff.
• Represent the Chief Strategic Planning Officer & Chief of Staff,