Chief of Staff

Making Waves Academy; Richmond (CA); On-site; USD 90,000 - 130,000; Full time

Job summary

Making Waves Academy seeks a Manager of Executive Affairs to support the Executive Director in orchestrating daily workflows, communications, and priorities. This role is the ED's trusted right hand, supervising one Project Manager and safeguarding sensitive data while ensuring meetings, agendas, and board materials are prepared, accurate, and tracked to completion.

The ideal candidate combines top-tier organizational rigor with elite written communication and discretion, navigating a

Qualifications

• Bachelor’s degree in business administration, education administration, public policy, or related field preferred.
• 5+ years of professional experience as a high-level project lead, senior administrator, or operations manager in education/non-profit settings.
• Experience supervising professional staff and managing project delivery.

Responsibilities

• Own executive administration and strategic triage, maintaining calendars and briefing materials.
• Oversee board logistics, meeting minutes, and compliance documentation.
• Draft and polish ED communications, ensuring accuracy in tone and formatting.
• Supervise Project Manager and align deliverables with ED’s standards.
• Coordinate cross-functional interactions and protect confidential data.

Skills

Self-starter

Editing & proofreading

Confidentiality

Calendar management

Diplomacy

Board-ready presentations

Google Workspace

Slack

Zoom

Canva

Spanish (desirable)

Education

Bachelor’s degree in business administration, education administration, public policy, or related field

Tools

Canva

Job description

Under the direction of the Executive Director (ED), the Manager of Executive Affairs plays a critical, multifaceted role ensuring the smooth, efficient execution of the ED’s daily workflow, communications, and priorities. This role serves as the primary engine behind the ED’s executive function—managing the logistical, editorial, and compliance "machinery" so the ED can maintain a singular focus on visionary leadership, fundraising, and the strategic growth of Making Waves Academy.

Inheriting a highly structured management system established by the ED, the Manager of Executive Affairs is responsible for maintaining and continuously optimizing these existing administrative workflows. This position serves as the ED's trusted right hand and gatekeeper, directly supervising one technical Project Manager to ensure all background data, reporting, and compliance milestones are executed flawlessly. This role requires exceptional organizational rigor, elite written communication, and the emotional maturity to navigate a high-consequence educational environment.

Essential Functions (reasonable accommodations may be made for individuals with disabilities)

1. Executive Administration & Strategic Triage

• System Stewardship: Maintain, execute, and continuously improve the established administrative frameworks, communication loops, and productivity pipelines that support the ED.
• Strategic Calendar Design: Intentionally design and guard the ED’s schedule to balance meetings with "protected work blocks" for deep thinking and decision-making. Independently resolve complex scheduling conflicts.
• Information Mastery: Master the flow of information across all channels (email, Slack, phone). Filter out operational noise and synthesize complex data into high-level, time-sensitive summaries so the ED can make quick, informed decisions.
• The "Vault" Mentality: Handle all sensitive employee, student, legal, and financial information with absolute discretion, maintaining the highest level of trust and professional ethics.
• Meeting Lifecycle Management: Own the preparation and execution of leadership and Cabinet meetings. Ensure comprehensive briefing materials and agendas are ready in advance, take precise notes, and systematically track follow‑up tasks until 100% completed.

2. Supervision & Workflow Coordination

• Project Manager Supervision: Directly manage, mentor, and evaluate the office's Project Manager. Ensure their portfolio of technical admin work, school data systems, and compliance tracking aligns perfectly with the ED's standards.
• Workflow Alignment: Review and guide the Project Manager’s deliverables to ensure technical tasks are completed with a "zero‑mistake" mindset and ahead of strict district or state deadlines.

3. Governance, Compliance & Materials Management

• Board Logistics: Oversee all Board of Directors logistics, ensuring the legal posting of agendas, meticulous minute‑taking, and the flawless maintenance of official corporate documentation. Ensure execution adheres to California public meeting guidelines.
• Accountability Tracking: In partnership with the Project Manager, track, support, and guarantee the timely completion of state‑mandated milestones, including the LCAP (Local Control and Accountability Plan), SARC, and annual authorizer compliance cycles.
• Policy Screening: Assist the ED in screening incoming documentation and legal notices, monitoring workflows to ensure continuous alignment with the California Education Code and school policies.

4. Communications & Editorial Mastery

• Executive Voice & Drafting: Draft, refine, and polish elite‑level communications on behalf of the ED, including Board reports, community newsletters, and district/authorizer correspondence.
• Final Content Gatekeeper: Serve as the definitive shield for all outgoing content from the ED, ensuring 100% accuracy in grammar, tone, and formatting, with the ability to detect a single typo or subtle tone shift in a sensitive document.

5. Project & Relationship Management

• Special Initiatives: Take full accountability for targeted projects originating directly from the ED—such as charter renewals or credentialing audits—from initial conception to successful completion.
• Sophisticated Buffer & Bridge: Act as a strategic, relationally intelligent bridge between faculty, staff, parents, and the ED. Act as a firm yet kind representative who can resolve concerns and diffuse friction before it escalates.
• Mission Alignment: Demonstrate deep knowledge of, and active support for, Making Waves Academy’s mission, core values, and code of conduct. Participate visibly in the school community by attending select school events, performances, and activities.

Education and Experience

• Bachelor’s degree in business administration, education administration, public policy, or a related field is highly preferred and 5+ years of professional experience, with a proven track record operating as a high‑level project lead, senior administrator, or operations manager within an educational, charter school, or non‑profit setting.
• Experience directly supervising professional staff, particularly roles focused on project delivery, data, or technical admin work.
• Understanding of the California Charter School landscape, including the general mechanics of state filings and public reporting, is a major advantage.

Skills and Abilities

• A high-level self-starter who naturally predicts the ED’s needs, spots scheduling conflicts, and owns every outcome from start to finish with flawless follow‑through so the ED never has to "check in."
• Ability to draft, edit, and proofread memos, emails, and reports in the Executive Director’s "voice," ensuring alignment with organizational mission and tone. Ability to maintain a "zero‑mistake" standard; serves as the final auditor for all Executive Office communications to ensure absolute accuracy in grammar, syntax, and formatting.
• Ability to exercise absolute confidentiality and ironclad discretion regarding sensitive legal, personnel, and student-level data.
• Ability to independently manage complex, shifting calendars; prioritize high‑value requests and proactively designate time for the Executive Director’s strategic priorities.
• Ability to serve as a professional "buffer" and primary point of contact; must navigate complex social dynamics with staff, parents/guardians, and community members with diplomacy and firmness.
• Ability to synthesize complex data (budgetary, academic, or strategic) into visually compelling, "Board-ready" presentations.
• Advanced proficiency in Google Workspace, Slack, and Zoom. Ability to navigate data systems and use Canva (or similar tools) to translate complex school data into clean, visual graphics for Board presentations and community updates.
• Professional fluency in written and spoken Spanish is highly desired but not required.

Licenses or Certificates

• Employment eligibility will include fingerprints/Live Scan, TB screen, and other employment clearance.