Chief of Staff

Position Summary:

The Chief of Staff in the Office of the Mayor plays a critical leadership role in managing the Mayors office, ensuring the efficient operation of all staff functions, and supporting the Mayor in the execution of key initiatives, policies, and projects. As the senior administrative officer in the Mayors office, the Chief of Staff serves as the primary liaison between the Mayor, the City Manager, City Council, department heads, and external stakeholders. This position is responsible for overseeing office operations, coordinating cross-departmental collaboration, and ensuring that the Mayors efforts and priorities are executed effectively. The Chief of Staff also manages the daily activities of the Mayors staff, including the Executive Assistant, Public Relations Specialist, and Communications and Policy Fellows, while serving as a strategic advisor to the Mayor. Additionally, the Chief of Staff is responsible for creating and managing the budget for the Office of the Mayor to ensure financial efficiency and alignment with the Mayors priorities.

Essential Duties and Responsibilities:

• Office Management and Leadership: Oversee the day-to-day operations of the Mayor's office, ensuring all administrative functions run smoothly and efficiently. Manage office staff, including the Executive Assistant, Public Relations Specialist, and Communications and Policy Fellows, ensuring they are aligned with the Mayors strategic goals and objectives. Develop, implement, and refine office processes and procedures to improve efficiency and staff performance. Serve as the primary point of contact between the Mayor, city leadership, and external stakeholders.
• Strategic Advisor and Policy Support: Serve as the Mayors key advisor on strategic issues, offering recommendations and solutions to help the Mayor address challenges and make informed decisions. Assist in the development of the Mayors public policy agenda, including legislative priorities, community outreach initiatives, and key projects. Track progress on key deliverables and ensure alignment between the Mayors office and other city departments or organizations.
• Committee and Project Oversight: Ensure that the Mayors committees (e.g., Public Health, Technology and Innovation) are aligned with the Mayors broader goals and are focused on achieving measurable objectives. Work closely with committee chairs to define their objectives, provide guidance, and track progress to ensure initiatives are moving forward. Oversee the planning and execution of key city projects, ensuring that goals are met in a timely and efficient manner.
• Mayor's Fellows Program: Manage the Mayors Fellows Program in conjunction with the City Managers Office. Oversee the recruitment, onboarding, and assignment of fellows, ensuring their development and engagement with the priorities of the Mayors office. Provide mentorship and ensure that fellows are aligned with key projects, goals, and outcomes.
• Financial Management: Create and manage the budget for the Office of the Mayor, ensuring financial resources are allocated effectively to support the Mayors goals and priorities. Monitor office expenditures, identify areas for cost savings, and ensure the office remains within budget while achieving strategic objectives. Work with the Finance Office to prepare and submit budget requests, track expenses, and report financial status to the Mayor and City Manager.
• Communication and Public Relations: Work closely with the Public Relations Specialist to develop and implement communication strategies that support the Mayors role as chief policy advocate, chief spokesperson and ceremonial leader of the city. Ensure that communications are consistent with the Mayors vision and priorities, and that the public is well-informed on key city issues. Ensure the Mayors office maintains a positive public image through effective media relations and social media management.
• Interdepartmental Coordination: Act as the primary liaison between the Mayors office and other departments, ensuring alignment on citywide projects, policies, and initiatives. Facilitate cross-departmental collaboration to ensure that all efforts are aligned with the Mayors priorities and that key projects are completed effectively. Ensure the Mayor is briefed on critical issues, updates, and progress from other departments.
• Event Planning and Execution: Oversee the planning and execution of key events spearheaded by the Office of the Mayor, including public appearances, community outreach programs, and legislative activities. Ensure the Mayor is fully prepared and engaged in key events, and that all events are managed efficiently, from coordination to post-event follow-up.
• Crisis Management: Assist the Mayor in managing high-stakes issues, crises, and conflicts, providing strategic guidance and facilitating communication among relevant stakeholders. Proactively address challenges by coordinating resources, offering solutions, and ensuring timely resolution of problems. Maintain professionalism in the face of challenges, ensuring that the Mayor and office staff are prepared to handle unexpected situations.
• Representation of the Mayor: Represent the Mayor at meetings, events, and functions as necessary, ensuring that the Mayors interests and priorities are effectively represented. Serve as the Mayors proxy when required, providing leadership and ensuring continuity of representation.

Additional Duties and Responsibilities:

These duties are typical for this classification. Incumbents may not perform all the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.

Minimum Qualifications:

• Bachelors degree in Public Administration, Political Science, Business Management, or a related field
• At least 7 years of experience in a senior administrative or management role, including at least 3 years supporting an executive or public official in a government setting.
• Strong knowledge of municipal government operations, public policy, and legislative processes.
• Proven leadership experience with the ability to manage staff, delegate responsibilities, and drive projects to successful completion.
• Excellent communication, interpersonal, and organizational skills with the ability to build relationships and work effectively with a wide range of stakeholders.
• High level of discretion and the ability to manage sensitive and confidential information.
• Strong analytical and problem-solving abilities, with a focus on strategic planning and execution.
• Ability to manage multiple priorities, work under pressure, and meet deadlines in a fast-paced environment.
• Experience in budget creation, financial oversight, and resource management

Knowledge, Skills, and Abilities:

• Bachelors degree in Public Administration, Political Science, Business Management, or a related field
• At least 7 years of experience in a senior administrative or management role, including at least 3 years supporting an executive or public official in a government setting.
• Strong knowledge of municipal government operations, public policy, and legislative processes.
• Proven leadership experience with the ability to manage staff, delegate responsibilities, and drive projects to successful completion.
• Excellent communication, interpersonal, and organizational skills with the ability to build relationships and work effectively with a wide range of stakeholders.
• High level of discretion and the ability to manage sensitive and confidential information.
• Strong analytical and problem-solving abilities, with a focus on strategic planning and execution.
• Ability to manage multiple priorities, work under pressure, and meet deadlines in a fast-paced environment.
• Experience in budget creation, financial oversight, and resource management

Preferred Qualifications:

• Masters Degree