Chief of Staff

Job Title: Chief of Staff

Reports To: Head of School (with collaborative work alongside Assistant Head of School)

Direct Reports: Two

Location: Chadwick School, Palos Verdes Peninsula, CA 90274

Position Type: Full-Time, 12-Month, Exempt

Position Summary:

The Chief of Staff plays a pivotal leadership role in the smooth, mission-aligned functioning of the school’s day-to-day operations while providing direct administrative and strategic support to the Head of School. This role is ideal for a dynamic, detail-oriented, and highly organized individual who thrives in a fast-paced educational environment and enjoys leading collaborative efforts across departments.

The Chief of Staff will be directly responsible for a broad range of operational areas—including event planning, master calendar coordination, dining services, transportation, and CUP (Conditional Use Permit) compliance—and serve as the Head of School’s right hand in managing priorities, communication, and special initiatives.

Core Responsibilities:

Executive Support to the Head of School:

• Provide administrative support and partnership to the Head of School.
• Manage the Head of School’s calendar, communications, travel, and confidential correspondence.
• Prepare meeting materials, agendas, presentations, and board documentation as needed.
• Organize and maintain board records and documentation.
• Coordinate leadership team meetings and retreats, ensuring follow-up on action items.
• Anticipate and proactively respond to the Head of School’s operational and strategic needs.

Campus Operations Oversight:

• Directly responsible for oversight, supervision and management of key areas of school operations including:
   
  • Dining Services: Responsible for managing agreements and services of independent food service providers to ensure quality, compliance, and alignment with community expectations as well as review and monitor daily events and operations.
     
  • Transportation: Supervise Transportation Coordinator, manage school transportation logistics for daily operations and special events, including route planning, vendor coordination, and communication. Oversee the completion of driver training and certification for all school-wide transportation needs.
     
  • Facilities Interface: Oversee daily events with the facilities team to ensure spaces are functional, prepared for events, and maintained to a high standard. Monitor weekly and monthly upcoming events to ensure there are no conflicts and there is alignment with the CUP.

• Supervise the Calendar Coordinator/Front Office Assistant and ensure the accuracy of all events Accountable for maintaining and managing the school’s master calendar in collaboration with division leaders, program directors, and administrative staff.
• Responsible for ensuring all campus operations align with the school’s Conditional Use Permit (CUP) regulations, including traffic management, arrival/dismissal procedures, and parking.
• Identify and implement process improvements to streamline operations and enhance community experience.
   

K–12 Event Planning & Management:

• In charge of leading the planning, coordination, and execution of major K–12 events and all-school gatherings.
• Serve as project manager for multi-divisional events, ensuring clarity of roles, timelines, and responsibilities.
• In charge of coordinating logistics such as space setup, vendor management, signage, security, supervision, transportation, and CUP compliance.
• Partner with faculty, staff, and student leaders to ensure events reflect the school’s culture, spirit, and community-building goals.
• Send DocuSigns for student trips and events, track completion and maintain records.

Cross-Functional Collaboration:

• Partner with division heads, department directors, administrative assistants, and campus operations staff to ensure coordination across all aspects of school life.
• Maintain effective communication across departments and serve as a key liaison between operations and the Head of School.
• Support the Head of School in advancing strategic initiatives, tracking progress, and building strong internal workflows.
• Supervise two direct reports –Transportation Coordinator/Front Desk Assistant/Calendar Coordinator
   

Preferred Qualifications:

• Bachelor’s degree required, advanced degree or certifications in education, nonprofit management, or operations preferred.
• 5+ years of experience in operations, administration, or executive support—ideally within an independent school or mission-driven organization.
• Exceptional organizational, problem-solving, and time-management skills.
• Strong interpersonal skills and the ability to build relationships across diverse teams and constituencies.
• Excellent written and verbal communication.
• High level of discretion, professionalism, and a proactive mindset.
• Proficiency with Google Workspace, Microsoft Office, and digital calendar management tools; familiarity with school systems (e.g., Veracross, Blackbaud) is a plus.

Ideal Candidate Attributes:

• Mission-driven and aligned with the values of education and community service.
• Calm under pressure and comfortable managing multiple priorities.
• Collaborative, strategic thinker who leads with integrity and care.
• Flexible and resourceful, with a “get-it-done” attitude and attention to detail.

Compensation - $95,000 - $115,000 – Based on qualifications and experience.

Work Environment and Physical Requirement

• Required to lift and carry up to a maximum of 25 lbs., in a correct manner consistent with the appropriate training provided by the School.
• Occasionally required to use hand to handle or feel objects, touch and use tools, reach with hands and arms, climb stairs, bend, stoop, twist, lift, reach, push, pull, grasp, balance, kneel, crouch, crawl, talk, hear, and walk during the course of employment.
• Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and an ability to adjust focus.
• May use telephone, computer, copier, and other office equipment in the course of a day.
• Required to sit while operating word processing equipment for approximately 6-8 hours daily, repetitive motion for typing and other keystroke needs.

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential function of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing this job, the employee is exposed to weather conditions prevalent at the time.  This may include warm, hot, or cold temperatures.  The noise level in the work environment is moderate.

CLEARANCES

 Required Assessments: TB     Clearances:  Livescan Background check

Note: The job description is not designed to cover or contain a comprehensive listing of activities, duties and responsibilities that are required of the position.