Job description

CHIEF OF STAFF TO THE PRESIDENT & CHIEF EXECUTIVE OFFICER ABOUT MOMENTUM Since 1945, Momentum has been helping people get the tools and care they need to lead more independent lives, supporting healthcare workers to become more skilled and confident in their abilities to treat others, and assisting governments in developing sustainable health systems. From assistive technology to rehabilitation systems to disaster response care, Momentum has worked to create lasting change by strengthening the people, services, and systems that make quality care more accessible to communities around the world. POSITION OVERVIEW The Chief of Staff is a highly trusted partner to the President & Chief Executive Officer and a key member of the executive office. This individual creates the systems, structure, documentation, and follow-through that enable the CEO to remain focused on organizational leadership, strategic priorities, and key relationships. This is a strategic leadership role that will support a CEO requiring exceptional organization, sound judgment, initiative, diplomacy, and emotional intelligence. The successful candidate will anticipate needs, proactively identify gaps, keep commitments and decisions moving forward, and work collaboratively across Momentum's executive team, multiple boards, subsidiaries, committees, and other internal and external stakeholders. This is a full-time, in-person position with a primary location in Thousand Oaks, CA. ROLES & RESPONSIBILITIES Executive Operations & CEO Support Serve as a trusted and highly responsive partner to the President & CEO, anticipating needs and proactively creating structure around priorities, commitments, meetings, and follow-up. Manage the flow of information, decisions, deadlines, and action items coming into and out of the CEO's office. Develop systems that help the CEO and other senior executives remain focused, organized, and accountable to key commitments. Identify opportunities to leverage technology, automation, and AI-enabled tools to improve executive-office workflows, information management, meeting preparation, documentation, and follow-through, while ensuring appropriate confidentiality, judgment, and human oversight. Prepare the CEO for meetings by organizing relevant materials, background information, briefing documents, prior decisions, and outstanding issues. Maintain clear decision and action logs following key executive and board meetings, documenting what was discussed, decisions made, responsible parties, deadlines, and items requiring the CEO's continued attention. Track important commitments across multiple workstreams and follow up with executives and stakeholders to ensure tasks are completed. Handle confidential, sensitive, and occasionally challenging information with exceptional discretion and professionalism. Board Governance & Administration Maintain accurate and timely board information within BoardPro and other board-management systems, ensuring materials, records, decisions, and governance documentation remain current and accessible. Develop and maintain systems for tracking board decisions, commitments, follow-up items, governance deadlines, terms, committee assignments, and other required actions. Promote consistent adoption and effective use of board-management and governance systems by establishing clear processes, documentation, standards, and user practices. Partner with the CEO and organizational leaders to execute a comprehensive board orientation program and maintain content with annual updates. Support governance activities across Momentum's multiple boards, committees, subsidiaries, and affiliated entities. Prepare clear executive-level reports and updates for the CEO’s presentation to the Board and ensure information submitted by organizational leaders is complete, accurate, timely, and appropriately presented. Maintain governance calendars, board records, committee documentation, charters, orientation materials, organizational information, and related resources. Program, Project & Systems Development Take loosely defined priorities or needs and translate them into organized, executable programs, systems, processes, or projects, from initial concept and design through implementation, adoption, evaluation, and continuous improvement. Develop project plans, timelines, workstreams, milestones, documentation, and communication processes for initiatives assigned by the CEO. Design and develop new programs or strategic initiatives in partnership with the CEO and organizational leaders, including defining objectives, scope, stakeholders, implementation requirements, measures of success, and processes for ongoing management. Coordinate projects involving multiple departments, entities, boards, or stakeholders and ensure responsibilities and next steps remain clear. Build sustainable administrative and governance processes rather than relying on one-time solutions or ad-hoc responses. Identify opportunities to improve efficiency, consistency, documentation, and executive-office workflows. Support the selection, implementation, adoption, and continuous improvement of systems and tools that strengthen executive operations and cross-functional collaboration, including developing workflows, documentation, training, and change-management approaches that support consistent use. Explore and responsibly apply AI and automation where they can improve efficiency, synthesis, documentation, knowledge management, and administrative processes, while recognizing appropriate limitations and maintaining necessary confidentiality, accuracy, and human review. Monitor the effectiveness and adoption of new programs, processes, and systems; gather feedback, identify barriers, and recommend adjustments to improve usability, sustainability, and organizational value. Support special projects associated with organizational growth, affiliations, mergers, governance changes, and other evolving priorities. Executive & Stakeholder Partnership Build trusted working relationships across the executive leadership team, boards, committees, affiliated entities, and external stakeholders. Navigate different personalities, communication styles, levels of authority, and competing priorities with confidence and tact. Move effectively between conversations involving executives, staff, partners, and other stakeholders while adapting tone and level of detail appropriately, ensuring collective information is provided in a manner that allows the CEO to communicate with the board members in a streamlined and comprehensive manner. Partner collaboratively with colleagues while maintaining clear ownership and accountability for assigned work. Partner with leaders and staff to support adoption of new programs, processes, systems, and ways of working, helping translate organizational priorities into practical and sustainable practices. Represent the CEO's office with professionalism, responsiveness, discretion, and good judgment. Communicate sensitive or unfavorable information diplomatically while remaining clear, accurate, and appropriately direct. QUALIFICATIONS Bachelor's degree in Business Administration, Public Administration, Nonprofit Management, Organizational Leadership, Communications, Finance, or a related field required; Master's degree preferred. Minimum seven (7) years of progressively responsible leadership, management, consulting, project management, or executive support experience. Demonstrated experience working directly with senior executives and/or boards of directors. Exceptional organizational skills and a demonstrated ability to create systems that improve follow-through, visibility, and accountability. Strong project and program development skills, including the ability to take an undefined need and design, implement, and continuously improve a practical program, process, system, or solution. Demonstrated ability to implement new systems, tools, or processes and support successful adoption through thoughtful change management, communication, documentation, training, and follow-through. Comfort with emerging technology, including AI-enabled tools and automation, and the ability to identify practical applications that improve efficiency and effectiveness while exercising sound judgment regarding confidentiality, accuracy, risk, and appropriate human oversight. Excellent written communication skills, with particular strength in synthesizing discussions into concise decisions, action items, executive summaries, and board-level materials. Demonstrated ability to manage numerous priorities, stakeholders, meetings, deadlines, and workstreams simultaneously. High emotional intelligence, diplomacy, and interpersonal judgment. A proactive working style with the ability to anticipate needs and independently move work forward. Collaborative approach and demonstrated ability to build trusted partnerships across functions and levels of an organization. Experience supporting organizations with multiple boards, subsidiaries, affiliated entities, mergers, or complex governance structures strongly preferred. Nonprofit experience preferred but not required. Proficiency with Microsoft Office Suite and collaboration and board-management platforms; experience with BoardPro or a similar governance platform is a plus. Experience using AI-enabled productivity tools, workflow automation, project-management platforms, or other technology to improve organizational processes is preferred. Ability to attend periodic evening or weekend board meetings, events, or retreats and travel periodically as required. COMPENSATION & BENEFITS Momentum offers a competitive compensation package commensurate with experience, including a salary range of $130,000 - $150,000 and a comprehensive benefits package. Envision Consulting was retained by Momentum to search for their Chief of Staff. Momentum is an Equal Opportunity Employer. Momentum promotes equal opportunity for all employees and applicants. In doing so, we comply with local, state, and federal laws and regulations to ensure an equal employment opportunity for everyone. We don’t discriminate in employment opportunities or practices on the basis of race, ancestry, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, age, disability, citizenship, military service obligation, veteran status or any other basis protected by federal, state or local laws. Our policies and personnel practices are intended to ensure that all of us are treated equally with regard to recruiting, hiring, and advancement, and our decisions on employment are made to further the principle of equal employment opportunities for employees . Applicants needing accommodation for any part of the application process may contact Envision Consulting at 626.714.7577 to request and arrange for assistance.

Requirements

Must-haves

CHIEF OF STAFF TO THE PRESIDENT & CHIEF EXECUTIVE OFFICER
This is a full-time, in-person position with a primary location in Thousand Oaks, CA.
ROLES & RESPONSIBILITIES
Executive Operations & CEO Support
Serve as a trusted and highly responsive partner to the President & CEO, anticipating needs and proactively creating structure around priorities, commitments, meetings, and follow-up.
Manage the flow of information, decisions, deadlines, and action items coming into and out of the CEO's office.
Develop systems that help the CEO and other senior executives remain focused, organized, and accountable to key commitments.
Prepare the CEO for meetings by organizing relevant materials, background information, briefing documents, prior decisions, and outstanding issues.
Maintain clear decision and action logs following key executive and board meetings, documenting what was discussed, decisions made, responsible parties, deadlines, and items requiring the CEO's continued attention.
Track important commitments across multiple workstreams and follow up with executives and stakeholders to ensure tasks are completed.
Handle confidential, sensitive, and occasionally challenging information with exceptional discretion and professionalism.
Board Governance & Administration
Maintain accurate and timely board information within BoardPro and other board-management systems, ensuring materials, records, decisions, and governance documentation remain current and accessible.
Develop and maintain systems for tracking board decisions, commitments, follow-up items, governance deadlines, terms, committee assignments, and other required actions.
Promote consistent adoption and effective use of board-management and governance systems by establishing clear processes, documentation, standards, and user practices.
Partner with the CEO and organizational leaders to execute a comprehensive board orientation program and maintain content with annual updates.
Support governance activities across Momentum's multiple boards, committees, subsidiaries, and affiliated entities.
Prepare clear executive-level reports and updates for the CEO’s presentation to the Board and ensure information submitted by organizational leaders is complete, accurate, timely, and appropriately presented.
Maintain governance calendars, board records, committee documentation, charters, orientation materials, organizational information, and related resources.
Program, Project & Systems Development
Develop project plans, timelines, workstreams, milestones, documentation, and communication processes for initiatives assigned by the CEO.

Nice-to-haves

Bachelor's degree in Business Administration, Public Administration, Nonprofit Management, Organizational Leadership, Communications, Finance, or a related field required; Master's degree preferred.
Experience supporting organizations with multiple boards, subsidiaries, affiliated entities, mergers, or complex governance structures strongly preferred.
Nonprofit experience preferred but not required.

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Platform: greenhouse
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