Benefits:
401(k)
Company parties
Competitive salary
We are seeking a proactive and detail-oriented Chief of Staff to partner with our leadership team in driving financial oversight, optimizing workflows, and managing key operational initiatives. This part-time position (20 hours/week) offers flexibility and the opportunity to make a significant impact on the organization’s success.
The ideal candidate has a strong finance, accounting, and business management background, with a strategic mindset and excellent organizational skills.
Key Responsibilities
Financial Oversight & Accounting
Oversee and ensure accuracy in billing processes, ensuring invoices are sent on time.
Address client billing inquiries, credits, and invoice anomalies.
Prepare and review financial reports, including P&L statements and balance sheets in QuickBooks.
Maintain and compare budgets to actual expenses, providing actionable insights to leadership.
Approve expense reports, manage payroll, and track state sales tax compliance.
Reconcile financial anomalies, such as refunds, double payments, or credits.
Support the annual budgeting process with financial analysis and reporting.
Leadership Workflow Coordination
Assist the executive team in preparing for business planning and strategy meetings.
Compile and present key performance metrics to support decision-making.
Coordinate schedules for conferences, strategy meetings, and client engagements.
Manage logistics for travel, conference registrations, and event participation.
Oversee the employee onboarding process, including HR-related tasks.
Maintain clear documentation of internal processes and ensure updates as needed.
Cost Containment & Cash Flow Optimization
Monitor expenses and subscriptions to identify inefficiencies and unused services.
Review vendor invoices for anomalies and negotiate favorable terms.
Optimize credit card usage, maximizing points, credits, and overall benefits.
Provide insights and recommendations for cost-saving opportunities.
Communications
Scribe meeting notes, tasks, and announcements during company meetings.
Draft, review, and prepare client and employee communications.
Ensure quality control for marketing materials, emails, and client-facing content.
Manage executive correspondence, calendar appointments, and email communication.
Vendor Relationships
Oversee vendor partnerships, including renewals, incentives, and lead management.
Plan and manage company participation in industry events (e.g., Kaseya, TruMethods, Microsoft).
Evaluate potential vendors, schedule demos, and manage applications.
Track vendor contracts, terms, and expiration dates, ensuring timely renewals.
Apply for and manage Marketing Development Funds (MDF) from vendor partners.
What We’re Looking For
Proven experience in finance, accounting, or operations management.
Expertise in QuickBooks, financial reporting, and budget oversight.
Strong organizational and multitasking skills with a focus on detail and accuracy.
Excellent written and verbal communication skills.
A proactive problem-solver who thrives in a dynamic, fast-paced environment.
Experience with vendor management, HR processes, and event coordination is a plus.
What We Offer
Flexible Hours: Part-time schedule (20 hours/week) to fit your lifestyle.
Collaborative Environment: Work closely with leadership on impactful projects.
Growth Opportunity: Play a pivotal role in shaping the financial and operational success of the organization.
This role is ideal for a professional seeking a flexible yet impactful position where financial expertise and operational skills are highly valued.