Chief of Staff

POSITION TITLE:  Chief of Staff/Executive Operations Manager

REPORTS TO:        CEO, dotted line Leadership team

STATUS:                Full Time, Exempt

Pandion Optimization Alliance is a fast-growing supply chain group purchasing organization serving partners nationwide. We are entrepreneurial, nimble, and committed to delivering high-value solutions to our members. As we continue our strong growth trajectory, including acquisitions, operational scaling, and enhanced data-driven decision-making, we are investing in the operational engine of the company.

JOB SUMMARY:

This position supports the CEO by managing scheduling, leadership cadence, communication flow, dashboards, events, board preparation, and cross-department accountability. It also provides operational support to the CFO, SVP of Finance/Analytics, and CRO, helping ensure data, reporting, and initiatives stay organized and on track. 

The Chief of Staff / Executive Operations Manager is the connective link across Finance, Sales, Operations, Marketing and Data Analytics—helping the organization run smoothly, stay aligned, and execute effectively.

DUTIES AND RESPONSIBILITIES:

Executive Operations & CEO Support (30–35%)

·      Manage and optimize the CEO’s calendar, workflow, and daily priorities.

·      Prepare meeting agendas, briefing notes, and follow-up summaries.

·      Handle travel, scheduling, internal/external meeting coordination, and executive logistics for CEO, CFO, CRO & SVP.

·      Organize and manage board meetings, materials, and communication.

·      Coordinate leadership events, retreats, offsites, and special meetings.

Cross-Department Coordination & Accountability (25–30%)

·      Run bi-weekly leadership meetings with clear agendas, notes, and follow-up tracking.

·      Ensure meetings are productive and run efficiently.

·      Track progress on initiatives and deadlines across departments.

·      Improve communication flow between Marketing, Finance, Sales, Operations, and Analytics.

·      Surface issues needing CEO attention and ensure timely resolution.

·      Support rollout of internal processes, systems, and organizational improvements.

Finance & Analytics Support (Dotted-Line) (20–25%)

·      Partner with Finance & Analytics teams to gather KPI data and prepare dashboard summaries.

·      Create visual reports and easy-to-read insights for CEO 1:1s and leadership meetings.

·      Ensure department heads submit required financial and operational input on time. Review draft inputs to ensure alignment with project needs and strategic goals, cleanse data, and manage follow ups before final submission to Finance.

·      Assist with board packet preparation, monthly/quarterly reporting, annual budget process management, and special projects.

·      Monitor departmental activities throughout the year and communicate to Finance about any exceptions or changes from budget.

·      Support basic analysis and help translate numbers into actionable recommendations.

Salesforce Data Visualization (10%)

·      Extract and organize data from Salesforce for reporting and leadership reviews.

·      Track Salesforce project initiatives and ensure completeness and accuracy of data through robust processes.

·      Steward in tandem with internal employees and external developer’s salesforce reports and dashboards.

·      Utilize and steward charts, visuals, and summaries in Excel/Power BI (or similar) leveraging internal analytics staff. 

·      Track pipeline trends, growth metrics, and activity for the CEO and CRO.

·      Highlight insights, anomalies, and opportunities for leadership.

Commercial (Sales) Support (Dotted-Line to CRO) (10–15%)

·      Help maintain cadence for weekly sales reviews and accountability.

·      Prepare dashboards and pipeline summaries.

·      Coordinate cross-functional needs between Sales, Finance, and Operations.

·      Track follow-ups, proposals, pricing approvals, and key customer activities.

Talent Networking & Pipeline Development (5–10%)

·      Build and maintain a light network of potential future hires for key roles.

·      Conduct LinkedIn outreach or light sourcing for emerging needs.

·      Attend occasional industry events, webinars, or networking opportunities.

·      Assist the CEO and leaders in identifying talent early and building a future pipeline.

·      Keeping a pulse on morale, bandwidth, and cultural dynamics.

(This is not a full HR/recruiting function, more proactive networking and awareness.)

Special Projects & Growth Initiatives (15–20%)

·      Lead or support cross-functional projects assigned by the CEO.

·      Assist with process improvements, technology rollouts, or new operational initiatives.

·      Manage and support acquisition and partnership integrations as a Project Manager.

·      Conduct simple research, benchmarking, and presentations.

·      Help drive new ideas into structured plans and follow-through.

QUALIFICATION REQUIREMENTS:

·      5–8 years of experience in operations, project management, executive support, business coordination, analytics support, or similar roles.

·      Strong organization, communication, and follow-through skills.

·      Ability to manage multiple priorities and keep others organized.

·      Comfort working with numbers, dashboards, and visual reports.

·      Strong Excel/Google Sheets skills; Salesforce experience preferred or willingness to learn quickly.

·      Ability to work collaboratively with senior leadership and cross-functionally.

·      High discretion, professionalism, and reliability.

·      Strong relationship-building skills for networking and internal alignment.

·      This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets, bend or stand as necessary. Must be able to use and manipulate normal office tools, converse effectively via correspondence and orally (especially the telephone), sit for prolonged periods of time and move about the facilities.

DESIRED SKILLS:

·      Proactive, resourceful, and “always one step ahead”.

·      Strong attention to detail.

·      Thrives in a fast-paced, growing environment.

·      Comfortable handling both tactical and strategic tasks.

·      Positive, team-oriented, and confident communicator.

·      Enjoys building structure where needed.

Pandion Optimization Alliance provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Pandion Optimization Alliance complies with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Pandion Optimization Alliance expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Pandion Optimization Alliance’s employees to perform their job duties may result in discipline up to and including discharge. This position description is not intended to be all inclusive. Pandion Optimization Alliance may at any time revise or change duties as it may be deemed appropriate or beneficial. This position description does not constitute a written or implied contract of employment.