Chief of Staff

Job Title: Chief of Staff (Part-Time, Flexible Hours)

Are you an experienced professional with financial acumen looking for a flexible, impactful role? We’re seeking a Chief of Staff to join our dynamic team, partnering directly with leadership to manage key financial processes, optimize workflows, and drive strategic initiatives. This part-time position (20 hours/week) is ideal for someone eager to return to the workforce in a meaningful, high-impact capacity.

Key Responsibilities

Financial Oversight & Accounting

• Oversee billing processes to ensure invoices are accurate and sent on time.
• Address client billing issues, credits, and invoice inquiries with precision.
• Prepare and review P&L statements, balance sheets, and other financial reports in QuickBooks.
• Maintain and compare budgets against actual expenses to track financial performance.
• Approve and analyze expense reports, prepare payroll, and ensure timely execution.
• Manage state sales tax compliance, including tracking and payments.
• Reconcile refunds, credits, double payments, and other financial anomalies.
• Provide actionable insights to optimize cash flow and support annual budgeting efforts.

Leadership Workflow Coordination

• Support the executive team in preparing for business planning meetings.
• Compile and present key performance metrics for analysis and decision-making.
• Coordinate the company calendar and plan for conferences, strategy meetings, and client engagements.
• Monitor executive email to ensure critical communications are responded to promptly.
• Manage logistics for travel, conference registrations, and related activities.
• Oversee employee onboarding, including HR-related tasks and acknowledgments.
• Ensure internal processes are well-documented, creating a foundation for operational efficiency.

Cost Containment & Cash Flow Optimization

• Monitor business expenses and cost of goods sold (COGS) to identify inefficiencies and unused services.
• Track vendor invoices, review for anomalies, and negotiate favorable terms.
• Optimize credit card usage, points, and credits to maximize financial benefits.
• Proactively analyze company spending and recommend cost-saving measures.

Communications

• Document and scribe meeting notes, tasks, and key announcements during company meetings.
• Draft, review, and prepare communications for clients and employees.
• Manage the quality of content across marketing materials, emails, and client-facing communications.
• Review and manage calendar appointments, emails, and executive correspondence.

Vendor Relationships

• Coordinate partner program renewals, incentives, leads, and event participation.
• Plan and manage the company’s attendance at industry events (e.g., Kaseya, TruMethods, Microsoft).
• Evaluate vendors, schedule demos, and submit applications for partnerships.
• Track vendor contracts, terms, and expiration dates to ensure timely renewals and compliance.
• Apply for and manage Marketing Development Funds (MDF) from vendor partners.

What We’re Looking For

• Proven experience in finance, accounting, or operational roles, such as Controller, Business Manager, or Senior Administrative Leader.
• Expertise in QuickBooks, financial reporting, and budget management.
• Exceptional organizational skills and the ability to handle multiple tasks independently.
• Strong communication skills, both written and verbal, with attention to detail.
• Proactive problem solver who thrives in a dynamic, fast-paced environment.
• Familiarity with HR processes, vendor management, and event coordination is a plus.

What We Offer

• Flexible Hours: Work part-time (20 hours/week) with scheduling that fits your lifestyle.
• Collaborative Environment: Partner closely with leadership to drive meaningful impact.
• Opportunity for Growth: Use your skills to shape the financial and operational health of the organization.

Compensation: $40–$60/hour based on experience and qualifications.

This role is ideal for someone with strong financial expertise and a strategic mindset, seeking a part-time position that values work-life balance and the opportunity to make a meaningful contribution.