Chief of Staff

Core Responsibilities

• Owns proposal preparation and development for 80% of the process: strategy, content, narrative, and visual design, handing over to leadership for final execution and approval
• Partners with sales and account leadership on positioning and structure - holds final accountability for quality and turnaround
• Recommends positioning based on prior win/loss patterns and campaign performance data
• Ensures proposals are accurate, on-brand, and delivered on time without exception
• Owns the complete inbound call lifecycle from pre-call strategy and briefing, then after connection, full follow-up execution
• Conducts pre-call research and prepares briefing materials (account history, talking points, open items)
• Attends, when needed, and supports key calls with CEO; captures structured notes and drives post-call action tracking
• Ensures follow-up items are owned, tracked, and closed - not left open
• Serves as the primary internal point of contact with outside counsel and legal resources related to campaign contracts with brand clients
• Manages redline cycles on client contracts
• Captures signature timelines with brand client and tracks contract status across active engagements
• Note: final legal sign-off remains with outside counsel, this role drives the coordination process, not legal authority
• Fully manages the CEO’s calendar: scheduling, conflict resolution, and prioritization of meeting requests
• Owes strategic planning logistics: leadership meeting cadence, in collaboration with Head of Operations - metrics/goal-setting processes, all-hands coordination
• Translates organizational priorities into structured agendas, trackers, and timelines
• Acts as a trusted proxy for the CEO in select internal contexts
• Drive C-Suite-initiated special projects from concept to completion, such as updating the agency website, researching new capabilities to offer, and planning/executing client events
• Build and manage project plans, timelines, and ownership, keeping workstreams on track and unblocked
• Provide proactive status updates to the C-Suite, surfacing risks early and coming with solutions, not just problems

Core Skillsets Required

• Proposal & Strategic Communication
• Demonstrated experience owning proposal or RFP processes from strategy through final design in a B2B context
• Strong written communication and design judgment - able to structure narrative, not just format documents
• Comfort making positioning recommendations based on performance data and competitive context
• Legal & Contract Coordination
• Working fluency in contract structure related brand client campaigns
• Experience managing redline cycles, signature tracking, and contract status documentation
• Executive Operations & Strategic Planning
• Proven track record building and running executive operating rhythms: calendar strategy, monitoring and identifying metrics, leadership cadences
• Experience supporting or attending executive-level calls and driving structured follow-up
• Ability to translate leadership priorities into structured plans and hold the organization accountable to them
• Judgment, Discretion & Independent Decision-Making
• High discretion with confidential client, financial, and personnel information - no exceptions
• Strong independent decision-making with the maturity to know when to escalate vs. act
• Comfortable operating with partial information and proposing a clear path forward
• Proactively surfaces risks and gaps rather than waiting to be asked