Chief of Staff: Operations and Special Projects

About Cardea Health:  

Cardea Health is a non-profit organization dedicated to providing compassionate health care to marginalized populations. Our mission is to create and support programs that protect the health and autonomy of vulnerable individuals and promote equity and social justice to improve the well-being of our entire community. We provide medical support to populations that experience homelessness.  

At Cardea, we are dedicated to creating a workplace that celebrates diversity and actively seeks to include underrepresented communities. We believe that diversity drives innovation and fosters a more dynamic, inclusive, and productive work environment. We actively encourage individuals from underrepresented backgrounds to apply for our open positions. We value your unique perspectives, experiences, and talents, and we are committed to providing equitable opportunities for growth and advancement. Join us in building a team that reflects the rich diversity of our society and let's make a positive impact together. 

Primary Work Location:  Multisite/Hybrid

This is a multisite position based in the Bay Area. Team members in these roles split their time across our sites in the SF Bay Area. It requires travel to different sites and can work remotely at the discretion of the CEO. In-person work may take place at any of our Bay Area locations, depending on team needs, client services, or program priorities. Hybrid roles are designed to support flexibility while maintaining strong, mission-driven connections across teams and sites. The frequency of in-person work varies by week depending on the needs of our programs.

Job Summary:   

The Chief of Staff: Operations and Special Projects serves as a key operational partner to the CEO and executive team. This role is responsible for coordinating executive operations, overseeing administrative and technology functions, supporting organizational infrastructure, and leading special projects that advance Cardea Health's mission and organizational goals. 

The Chief of Staff acts as a central point of coordination for executive priorities and cross-functional initiatives, helping identify operational gaps, improve processes, and ensure teams have the resources and support needed to succeed. This position oversees the Executive Assistant team and IT functions, supports board administration and governance activities, oversees the organizational scheduling and timekeeping processes, and helps ensure new programs, sites, and initiatives have the operational support needed for success. 

The ideal candidate is highly organized, proactive, resourceful, and comfortable balancing multiple priorities in a fast-paced environment. They are a strong problem solver who enjoys building systems, coordinating across teams, managing projects, and turning ideas into action. This role is ideal for someone who thrives on creating structure, improving organizational effectiveness, and helping teams operate efficiently and collaboratively. 

Job Duties:  

• Coordinate executive priorities and organizational initiatives on behalf of the CEO, ensuring projects, deliverables, and follow-up items are completed effectively and on time

• Identify operational gaps, inefficiencies, and administrative needs across the organization and develop practical solutions to improve effectiveness and support organizational growth

• Lead and support high-priority projects and special initiatives, coordinating stakeholders, timelines, resources, and communications to ensure successful implementation

• Support operational planning and readiness for new programs, sites, and organizational initiatives by ensuring appropriate administrative, technology, communication, and logistical infrastructure is in place

• Serve as a key point of coordination between executive leadership, departments, vendors, and support functions to promote collaboration and effective communication

• Prepare reports, presentations, meeting materials, and other executive-level communications for leadership, board members, funders, and external stakeholders

• Manage Executive Assistants, providing guidance, workload oversight, prioritization support, and coordination of executive and administrative services across the organization

• Directly provide, and oversee EAs in providing, administrative support for organizational meetings, including agenda preparation, scheduling, minute-taking, logistics coordination, calendar management and follow-up activities

• Oversee board administration activities, including scheduling board meetings, maintaining board documents, distributing board materials, supporting board communications, and coordinating board meeting logistics and minutes

• Monitor and manage the organization's general email inbox and ensure inquiries are appropriately routed and addressed

• Oversee organizational technology operations, including management of IT personnel, coordination with external IT vendors, employee technology support processes, equipment deployment, and device lifecycle management

• Provide oversight and support for organizational scheduling, attendance, and timekeeping functions in partnership with the Operations Manager, helping identify process improvements and ensuring operational needs are met

• Coordinate staff, resident, volunteer, donor, and organizational events, including planning, logistics, vendor coordination, and administrative support

• Develop and maintain systems, processes, and tools that improve organizational efficiency, consistency, and service delivery

• Perform other duties and special projects as assigned

• Work collaboratively with staff, leadership, board members, community partners, vendors, and external stakeholders

Minimum Required Skills & Qualifications:  

• Demonstrated experience managing complex projects, coordinating cross-functional initiatives, and improving organizational operations and processes

• Strong organizational and project management skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously

• Exceptional communication, relationship-building, and interpersonal skills, with the ability to work effectively across all levels of an organization

• Strong critical thinking, problem-solving, and decision-making abilities, with a proactive approach to identifying challenges and implementing solutions 

• Experience managing administrative, operational, executive support, or organizational support functions

• Ability to work independently, exercise sound judgment, and maintain confidentiality when handling sensitive information

• Highly adaptable and able to thrive in a fast-paced, evolving environment with shifting priorities

• Strong attention to detail and commitment to producing high-quality, accurate work

• Proficiency with Microsoft Office, Google Workspace, presentation development, and project management tools

• Deep commitment to Cardea Health's mission of providing housing and healthcare to unhoused individuals with dignity, compassion, and respect 

Preferred Skills & Qualifications:  

• Bachelor's degree in Business Administration, Healthcare Administration, Public Administration, Nonprofit Management, Communications, or a related field

• Five or more years of experience in operations, executive support, project management, administrative leadership, organizational effectiveness, or a related field

• Experience supporting senior executives, leadership teams, boards of directors, or organizational governance activities

• Experience managing administrative, executive support, technology, operations, or other organizational support functions

• Experience leading complex projects involving multiple stakeholders, departments, and competing priorities

• Experience supporting new program launches, organizational growth initiatives, process improvement efforts, or operational change management

• Experience working in a nonprofit, healthcare, social services, housing, or other mission-driven environment

• Experience supervising administrative, executive support, technology, or operational support staff
   

Physical Requirements:  

• Occasional sitting or stationary work 

• Frequent standing, walking, kneeling, stooping, and ascending stairs 

• Occasional lifting and carrying up to 20 lbs 

• Frequent pushing and pulling 

• Frequent reaching high, low, and level

Work Environment:  

This role will frequently visit and work from all supportive housing sites across the bay area. They will have access to work from a specific office apart from these supportive housing sites or from their home when onsite presence is not required.  

Benefits: 

Employees in this role may be eligible for a range of benefits, including:  

• Employer-supported medical  

• Access to dental and vision insurance

• Paid vacation and sick time

• Retirement plan (401k) participation with a company match

• Commuter benefits

• Long Term Disability

• Life Insurance 

• Eligibility for certain benefits may vary based on hours worked per week and length of employment

• Specific details are provided in the benefits guide and are subject to change

Cardea Health is an Equal Opportunity Employer 

Cardea Health is committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, gender identity or gender expression, genetic information, marital status, national origin, disability, citizenship or veteran status. We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the state of California and San Francisco Fair Chance Ordinance. 

This job description is not designed to contain a comprehensive list of activities, duties, or responsibilities for this role. Activities, duties, or responsibilities may change, or a new job description may be assigned at any time with or without notice.