Chief of Staff

The Chief of Staff plays a pivotal role in ensuring Excelle runs smoothly, strategically, and in alignment with our mission. This role works closely with the CEO to oversee operations, finance, HR, admissions, event execution, and cross-team project management. The Chief of Staff solves problems before they arise, keeps daily operations on track, and ensures long-term initiatives move forward efficiently.

The ideal candidate is both a strategic thought partner and a hands-on operator: managing complex projects from idea to execution, balancing big-picture goals with day-to-day details, and bringing structure to ambiguity. This person thrives in a fast-moving environment and communicates with clarity and warmth. Excelle women represent various aspects of diversity and identity, and we aspire that our growing Excelle Team will also have a depth of experience in managing and honoring these priorities.

• Exceptional organizational and multitasking skills, with strong attention to detail.
• Ability to anticipate needs, pivot quickly, and problem-solve in real time.
• High EQ (Emotional Intelligence).
• Strong written and verbal communication skills.
• Proficiency with Google Workspace, QuickBooks, Canva, and CRM systems.
• Event planning and execution experience preferred.
• Commitment to Excelle’s mission and culture.

• CEO Support & Executive Administration
  • Manage and maintain the CEO’s calendar, scheduling meetings, events, and focus time to maximize efficiency and prioritize strategic priorities.
  • Anticipate CEO’s needs and proactively manage tasks, deadlines, and follow-through.
  • Prepare meeting agendas, take notes, and track follow-ups for CEO’s internal and external meetings.
  • Support CEO with inbound/outbound communication, ensuring timely and professional responses to stakeholders.
  • Coordinate all CEO travel logistics, including itineraries, accommodations, transportation, and on-site meeting details.
• Project Management
  • Organize and maintain internal team tools such as Google Drive, Google Chat, Google Tasks, Calendly, etc.
  • Develop and execute team meeting strategy in collaboration with CEO.
  • Create and distribute Weekly Status updates to keep all teams aligned.
  • Work cross-functionally to ensure projects are delivered on time and meet quality standards.
  • Develop and maintain project documentation, including timelines, milestones, and deliverables.
  • Manage and update CRM to ensure accurate records for admissions, outreach, and engagement pipelines.
  • Track and analyze project outcomes to inform future planning.
• Event Planning & Execution
  • Serve as on-site or virtual event lead, ensuring smooth execution from setup to breakdown.
  • Collaborate with CEO and marketing director on event communications.
  • Manage logistics for all Excelle virtual events, including roundtables, workshop sessions, and leadership programs.
  • Coordinate in-person event materials such as name tags, agendas, presentations, and resource packets.
  • Oversee event timelines, run-of-show documents, and team assignments.
• Finance
  • Manage QuickBooks, including monthly bookkeeping, generating specialized reports, and collaborating with Excelle’s accountant for taxes.
  • Execute monthly payroll, employee reimbursements, and stipends.
  • Manage invoicing and payment collection for all members and participants.
  • Partner with CEO to evaluate business priorities and allocate the operating budget.
  • Monitor and analyze financial data to identify trends and improvement opportunities.
  • Support financial forecasting and provide CEO with strategic thought partnership.
• Human Resources
  • Partner with CEO on business growth, staffing strategy, and personnel development.
  • Ensure legal compliance with local and national employment regulations.
  • Oversee payroll strategy and administration.
  • Collaborate with CEO on legal matters affecting the organization.
  • Lead employee engagement and wellness initiatives.
  • Manage performance review processes for CEO to conduct with all staff.
  • Support CEO in ensuring employee satisfaction and manage CEO feedback process.