What are the responsibilities and job description for the Chief of Staff position at Vannin Chief of Staff?

Vannin Chief of Staff has been retained by a private, non-profit research institute, collaborating across government, industry, and academia to drive innovation in national security and economic prosperity through advanced aerospace research, artificial intelligence, autonomy, and disruptive systems like electronic warfare and cyber.

Chief of Staff Role

Our client is seeking a Chief of Staff to join the executive leadership team. This individual will report directly to the CEO and serve as a strategic advisor and operational leader, overseeing key corporate functions such as Finance, Project Controllers, Security Operations, Contracts, the Chief Information Security Officer (CISO), and DevSecOps. The Chief of Staff plays a critical role in aligning resources, optimizing operations, and fostering a high-performance culture that prioritizes innovation and customer experience.

The ideal candidate is a highly strategic and execution-focused leader with a strong background in operational excellence, cross-functional leadership, and project management. They are proactive, highly collaborative, and possess strong emotional intelligence (EQ) to navigate complex organizational dynamics. They excel at driving accountability, continuous improvement, and operational efficiency while maintaining a strong culture of transparency and integrity.

This will be a full-time, exempt position based onsite in Dayton, OH . Relocation packages are available.

Responsibilities

Executive Team Leadership and Company Strategy (30%)

Partner with the CEO to develop and execute the company’s strategic plan, ensuring alignment with corporate objectives.
Lead cross-functional initiatives to drive innovation, efficiency, and mission success.
Represent the CEO in key internal and external meetings, ensuring consistent messaging and execution.
Develop executive communications, presentations, and reports for board members, government clients, and stakeholders.
Foster strategic relationships to support business growth and alignment.
Lead strategic planning and ensure execution meets board objectives.
Champion a culture of high performance, accountability, and continuous improvement.

Operations and Shared Services (40%)

Oversee Finance, Project Controllers, and Contracts to ensure financial health, budget adherence, and regulatory compliance (FAR, DFARS).

Partner with the CISO to maintain cybersecurity integrity and compliance.

Oversee DevSecOps to enhance secure and efficient technology deployment.

Ensure IT infrastructure supports operational efficiency and innovation.

Drive process optimization, risk mitigation, and operational excellence.

Develop and implement strategies, policies, and KPIs to enhance company growth.

Monitor key performance metrics and address areas of concern.

Lead strategic business initiatives, addressing operational challenges and evaluating risks.

Develop executive presentations and communications, ensuring alignment across the organization for key meetings and events, including but not limited to Board / Committee meetings, reviews, All Hands meetings, internal and external speaking engagements, offsites, and events.

Team Management and Supervision (30%)

Cultivate a customer-centric culture with a focus on continuous improvement.

Mentor and develop leadership teams, fostering accountability and growth.

Partner with HR to strengthen talent development and retention strategies.

Ensure leadership teams conduct mid-year performance reviews.

Promote an inclusive work environment where diversity of backgrounds, experience, and inputs are sought and valued.

Oversee staff development, coaching, and compliance with professional conduct standards.

Manage and coordinate executive operations, meetings, and events.

Manage operations meetings, conferences, and correspondence with discretion to support leadership and mission.

Perform other duties as assigned.

Minimum Qualifications

Master’s degree in Business, Organizational Leadership, Management, Analytics, Engineering, or Project Management.

Proven experience at a fast-growing startup in a Chief of Staff or business operations leadership role.

Minimum 15 years of project and change management expertise, demonstrating analytical and logical skills with a focus on collaboration and problem-solving frameworks.

Expertise in financial analysis, operational management, and risk mitigation.

Strong leadership and interpersonal skills, with a track record of building high-performing teams.

Excellent communication and negotiation skills.

Advanced proficiency in ERP systems, project management tools, and cybersecurity frameworks.

Exceptional executive presence and written and verbal communication skills.

Preferred Skills and Attributes

Proven ability to juggle multiple projects and meet tight deadlines, showcasing strong ownership, organizational, and time-management capabilities under pressure.

Skilled in professional and diplomatic written and verbal communication, capable of engaging effectively with a diverse range of internal and external stakeholders with high executive presence.

Self-starter and self-motivated with a proactive approach to identifying and addressing issues.

A natural curiosity to learn more about AI automation and data trends.

Understanding of the home building, real-estate or a related industry, is preferred.

Available to work onsite daily in Dayton, OH.

Ability to travel up to 25% or as needed.

Experience working with DARPA, AFRL, ONR, Army, Navy, DNI, AFOSR, AFLCMC, NASIC, ARL, IARPA, SOCOM, Classified Clients, NASA, DOE, and other DoD research programs.

Compensation Range : DOE $240,000-260,000 USD annual salary bonus. Relocation stipend is offered.

What to Expect from Our Selection Process

The process includes :

1. Vannin Chief of Staff Screening : 15 minute phone interview & 30 minute video interview

2. Client Step 1 : Complete ISPI & Birkman Assessment

3. Client Interview 1 : Virtual 2 : 1 panel interview with key leaders

4. Client Interview 2 : Virtual 2 : 1 panel interview to review ISPI & Birkman Assessment

5. Client Interview 3 : Virtual 1 : 1 with CEO

6. Client Interview 4 : In person tour, case study and dinner with CEO

Our client is committed to creating and maintaining a diverse and inclusive workplace where our employees can thrive and be themselves! They welcome all persons into our community. They embrace the diversity of gender, gender identity or expression, race, color, religious creed, national origin, ancestry, age, physical and mental disabilities, medical condition, genetic characteristic, sexual orientation, marital status, family care or medical leave status, military or veteran status, or perceived membership in any of these groups.

Salary : $240,000 - $260,000

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