Chief of Staff

THIS IS A FULL-TIME ONSITE ROLE AND YOU MUST LIVE WITHIN A SHORT COMMUTE TO DOWNTOWN NAPA TO BE CONSIDERED.

About the Role:

Visit Napa Valley (VNV) seeks a dynamic and organized Chief of Staff to support the CEO and leadership team in optimizing organizational effectiveness and driving the success of strategic initiatives. The right person will ensure seamless operations, improve internal processes, and foster meaningful relationships with stakeholders. This role is critical to our mission of promoting the region’s economic vitality, visitor experience and stakeholder relationship management.

This position reports directly to the CEO and is a full-time, on-site role based in Napa Valley.

Who You Are:

You are a detail and action oriented person, with excellent communication skills and a collaborative mindset. Your ability to manage diverse priorities and build strong relationships makes you a trusted partner to the leadership team and a key contributor to VNV’s success. You thrive in an environment that combines planning with hands-on problem-solving and take pride in your ability to be a trusted resource in a mission-driven organization.

What You’ll Be Doing:

PROGRAM AND PROJECT MANAGEMENT

• Oversee strategic business initiatives from ideation through implementation.
• IT Project Management – manage the process, timeline and execution of system integrations and implementations (i.e. new shared drive conversion; Ticket Tracker)
• Oversee new employee onboarding – develop timeline, process, context, introductions, etc.

OPERATIONAL AND ORGANIZATIONAL MANAGEMENT

• Oversee operational processes to improve efficiency, streamline communication, and enhance team collaboration.
• Develop and maintain organizational tools, such as calendars and project trackers, to ensure transparency and accountability.
• Support the CEO in managing relationships with board members, including scheduling meetings, preparing materials, and documenting minutes.
• Lead employee onboarding efforts to ensure a welcoming and effective integration process.
• Lead and support special projects that align with VNV’s strategic objectives, ensuring timely and successful execution.
• Serve as backup for front office, finance, and operations when staff in those roles are on PTO or otherwise not present.
• Board Governance & Board Meeting Management including minutes, agenda, logistics and compliance.

CEO SUPPORT

• Serve as a liaison between the CEO and internal teams to ensure alignment on objectives and deliverables.
• Anticipate the needs of the CEO and plan accordingly, which includes being proactive with her meetings and travel plans.
• Respond to inquiries on behalf of the CEO when required
• Coordinate travel.
• Effectively manage the CEO’s calendar.
• Assist the CEO with meeting preparation including room coordination, document preparation and content development.
• Work with leadership to deliver, monitor and communicate progress towards goals.
• Facilitate meetings, including agenda preparation, documentation of action items, and follow-up tracking.
• Provide the CEO and other senior leaders with insight and analysis on the company’s operations.
• Provide support and oversight for special projects and initiatives.

What We’re Looking For (Skills and Qualifications):

• 5 years of experience in organizational leadership, project management, or operational roles, ideally in the travel and tourism industry.
• Bachelor’s degree
• Strong detail orientation and organizational skills.
• Ability to develop and update reports and communicate achievements and challenges to key stakeholders.
• Demonstrated exceptional organizational, prioritization, and time management skills.
• Superior experience and competency with Microsoft Office, including Outlook, Excel, Word, and PowerPoint; strong comfort level to learn to use various other internal software tools.
• Desire and ability to work in a very fast paced environment.
• Proven track record of building successful relationships with internal stakeholders and external partner organizations.
• A self-starter with the ability to multitask.
• Political astuteness. Act as brand ambassador with all touch points throughout the community and beyond.
• Superb judgment and emotional intelligence.
• Meticulous attention to detail.
• A high amount of discretion;
• Positive Attitude.
• Excellent, accurate and professional written & verbal communication and presentation skills.