Chief of Staff [part-time, contract work]

Job Overview
This is not a traditional Chief of Staff role.

This is for someone who thrives on being the V-12 engine behind the mission—the person who keeps everything moving, everyone aligned, and nothing falling through the cracks.

You will serve as the right hand to the Executive Director, owning communication, coordination, scheduling, and operational flow across programs, staff, and external partners. You are equal parts operator, communicator, creative, and systems thinker.

If you love organizing complex moving pieces, can work while on the go - even if coming from the gym, communicating with clarity and tone, and turning chaos into clean systems—this role was built for you.

What You’ll Own

1. Executive Support (High Trust, High Impact)

• Manage and respond to emails on behalf of the Executive Director using her voice, tone, and priorities
• Maintain and optimize a fast-moving calendar (schools, parents, partners, board, internal team)
• Schedule and coordinate meetings, follow-ups, team assignments, and outreach
• Prepare materials and ensure the Director is always 5 steps ahead

2. Program & Staff Coordination

• Build and manage staff schedules across programs
• Send reminders, nudges, and accountability follow-ups for deliverables
• Track attendance, staffing, and logistics across sites
• Ensure smooth day-to-day program operations

3. Communications Marketing Execution

• Design polished, engaging materials using Canva and/or Adobe:
• Flyers, postcards, social media graphics, newsletters, short videos
• Send outreach materials to prospective schools and families
• Maintain contact lists and segment audiences for communication
• Support storytelling and brand consistency

4. Operations, Systems & Reporting

• Create and manage systems in Google Docs, Sheets, and Forms
• Build dashboards, trackers, and automated workflows
• Track key organizational dates:
• Camps, marketing cycles, PD sessions, taxes, reporting deadlines
• Maintain pipelines:
• Schools, partners, grants, and prospective clients
• Prepare internal reports and summaries from emails, forms, and data
• Prepares proposals, contracts, and onboarding documents for customers and staff

5. Financial & Administrative Support

• Generate and send invoices
• Track payments and follow up professionally
• Coordinate with bookkeeper and CPA (deadlines, documentation, reporting)

6. Board & Organizational Coordination

• Schedule and organize board meetings
• Prepare materials, agendas, and reminders
• Track follow-ups and action items

Who You Are

You are:

• Extremely organized (you treat calendars like mission-critical systems)
• A proactive problem solver (you bring solutions, not just issues)
• Comfortable managing multiple priorities without dropping details
• A clear, professional communicator (written verbal)
• Tech-savvy and excited about using tools AI to work smarter
• Trustworthy, discreet, and reliable
• Intelligent and tests as a whole-brained thinker
• Someone who can work with a high functioning, over-scheduled, but organized, type A leader without becoming disorganized
• Someone who is not afraid of making mistakes

You are someone who:

• Has planned complex events (like a wedding or large program)
• Has managed a busy household or multiple stakeholders
• Has coordinated teams, schedules, or operations in any setting
• Has managed the schedules of very busy kids (if applicable - those with no children are welcome to apply too!)
• Is a risk taker
• Is not an order taker, but someone who comes with ideas and solutions
• Gets a charge out of making things in an office or company better
• Has social media accounts and is savvy at how to boost followers, likes, and grab attention
• Dresses professionally to the style of a startup education company and is well-groomed from head to toe
• Is in excellent health and takes pride in exercising, going to the gym DAILY, and being active
• Has experienced failure
• Has traveled outside of the United States
• Tolerant of diverse cultures and gender choices

Tech & Tools (Must-Have)

• Google Workspace (Docs, Sheets, Forms, Calendar, Contacts, Ads) — including formulas & data organization
• Canva (required) Adobe (strong plus)
• Email management (Gmail or similar)
• Comfort using AI tools for writing, organization, and efficiency
• CRM or contact management experience (or willingness to learn fast)

Bonus Points If You

• Have experience in education, nonprofits, or youth programs
• Have supported an executive or leadership team before
• Are visually creative and enjoy design storytelling
• Are bilingual
• Grew up in on the West Coast or Midwest
• Live in Jersey City, NJ
• Have a car and valid driver's license

What Success Looks Like

• The Executive Director is focused, prepared, and never chasing details
• The Executive Director never has to ask..."what is the status of?", or "who is scheduled to teach on ____???" or "
• Staff are aligned, scheduled, and accountable
• Communication is timely, polished, and on-brand
• Systems are organized, clear, and actually used
• Nothing important slips through the cracks

Why This Role is Special

You won’t just “assist”—you will operate at the center of a mission-driven organization, helping expand access to STEM education for students who need it most.

Your work will directly impact programs, partnerships, and growth.

Pay: $18.00 per hour

Work Location: Hybrid remote in Jersey City, NJ 07304

Salary : $18