Chief of Staff, Operations

CBT Collective; United States; Remote; USD 110,000 - 140,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

401(k) with employer match

Flexible paid time off

Job summary

A private therapy practice is seeking a Chief of Staff, Operations to lead day-to-day operations and support growth initiatives. This fully remote role requires someone adept at managing complex workflows while improving processes and implementing technology solutions. Candidates should have experience in healthcare operations and exceptional communication skills. The role offers a competitive salary between $110,000 and $140,000, along with comprehensive benefits including health insurance and a 401(k) plan.

Qualifications

• 3–5+ years of experience in operations or healthcare operations.
• Proven ability to manage complex projects effectively.
• Exceptional communication skills, focusing on an upbeat tone.

Responsibilities

• Own and improve operational workflows for consistency and scalability.
• Implement technology solutions to improve efficiency.
• Partner cross-functionally to scale and grow the company.

Skills

Project management

Data analysis

Communication

Problem solving

Process automation

Education

Bachelor's degree in a related field

Tools

Excel

Google Sheets

CRM systems

Job description

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This range is provided by CBT Collective. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$110,000.00/yr - $140,000.00/yr

About CBT Collective

CBT Collective is a high-end, fast-growing private therapy practice serving the NY, NJ, and CT metro area. Our practice is built on gold-standard Cognitive Behavioral Therapy (CBT) and a deep commitment to clinical excellence, operational rigor, and thoughtful growth. With 5 offices across NY, NJ, and CT, CBT Collective supports clients throughout the tristate area, offering individual, couples, and family therapy, as well as neuropsychological evaluations. We prioritize operational excellence, recognizing it to be a core part of an exceptional client experience; particularly as our teams, locations, and the total number of clients we serve grow.

CBT Collective’s team sets the company apart.

Our clinical team includes 20+ extensively-trained clinicians specialized in providing CBT, an evidence-based approach proven to deliver quicker, longer-lasting relief from most mental health concerns. CBT Collective is committed to fostering the ongoing training of our clinical staff through our distinctive clinical training program, which is led by nationally and internationally recognized leaders and trainers in our field.

Combining experience from Google, Uber, Airbnb, HubSpot, OnDeck, Better, Hilton, LEK Consulting, venture capital and private equity, our team brings deep expertise in operational excellence, strategic growth, and scaling premium healthcare offerings. We are intentional about building systems that scale without sacrificing quality, for our clinicians or our clients. Our goal is for our clinicians to focus on what they do best: treating clients. Our operational team manages and optimizes the rest, including administrative and operational tasks like client support.

As we continue to grow, we are investing in our operations function to ensure our infrastructure, processes, and internal experience remain as strong as our clinical care.

Learn more at www.cbtcollective.com.

The Role

We are seeking a Chief of Staff, Operations to support and execute across core operational functions at CBT Collective, balancing innovation and day-to-day operations. This is a hands-on role for an experienced operator who enjoys translating strategy into execution, building structure in dynamic environments, and owning complex workflows end-to-end. The right candidate is a scrappy but structured generalist who thrives in ambiguity, can move effortlessly from tactical execution to strategic thinking, and is always ready to dive into the highest-priority work, regardless of whether it is within the operations team, or on another vertical. As part of this role, you will help build the next generation of CBT Collective’s operational infrastructure by identifying opportunities to redesign workflows, implement automation, improve our technology stack, and introduce scalable systems that support rapid growth, while also ensuring day-to-day operations remain seamless, reliable, and high-quality. This role requires comfort operating without rigid swimlanes or a fixed scope, and the ability to navigate ambiguity with confidence and ownership.

The Chief of Staff, Operations will partner with our experienced leadership team to run the day-to-day engine of the organization. As we are a rapidly evolving company, every day, week, and month may look different, with the role flexing across the spectrum of administrative execution through strategic work, based on the needs of the business at any given time. Regardless of the work at hand, success in this role means moving quickly, always generating the highest quality output, and getting things done.

What You’ll Do

Operations and Strategic Initiatives

• Own and continuously improve key operational workflows, ensuring consistency, quality and scalability
• Develop, maintain, and continuously improve SOPs, internal documentation, and operational playbooks
• Serve as the owner for key operations initiatives, supporting definition and driving execution from implementation to day-to-day management
• Support clinical onboarding processes to facilitate sustainable practice growth
• Ensure operational excellence across the clinician and client experience, identifying gaps and proactively implementing solutions

Systems and Process Improvement

• Implement and maintain technology solutions that improve efficiency and reduce manual work
• Identify and execute opportunities for automation
• Track operational metrics and surface insights to evaluate process performance, inform decisions, and drive continuous improvement
• Ensure all operational workflows and technology implementations adhere to HIPAA standards and maintain the highest level of data security and client confidentiality

Cross-Functional Excellence

• Partner with the clinical, growth, and operations teams to grow and scale the company
• Collaborate with the growth team to maintain and expand internal databases and sales enablement tools
• Lead change management efforts to ensure new processes and systems are successfully adopted, clearly communicated, and sustained over time across functional areas

Who You Are

Required

• 3–5+ years of experience in operations, consulting, healthcare operations, or high-growth environments
• Proven ability to independently own complex projects and workflows
• Comfortable operating with ambiguity and building structure
• Discretion and professionalism in handling sensitive information
• Tech savvy, self-starter with a proven track record of identifying opportunities to automate processes and seeing those through to implementation
• Demonstrated ownership of end-to-end workflows with independent prioritization in fast-paced environments; ability to assess tradeoffs, deprioritize lower-impact work, and focus effort where it will have the greatest organizational leverage
• Deep comfort working with data and metrics, with a track record of using analysis to guide prioritization, improve processes, and drive measurable business impact
• Exceptional and proactive communicator with excellent written and verbal communication skills, with an emphasis on an upbeat tone
• Proficiency in Excel, Google Sheets, and/or other business tools
• Proven ability to influence and drive outcomes across teams without direct authority, balancing empathy, clarity, and follow-through

Preferred

• Prior experience in a Chief of Staff, Business Operations, or Operations Lead role is a plus
• Prior experience in healthcare or insurance strongly preferred
• Working knowledge of HIPAA and experience operationalizing HIPAA compliant systems and processes
• Familiarity with CRM systems, project management tools, workflow automation platforms, and dashboards
• Experience working cross-functionally with clinical or growth teams
• Comfort working with basic financial and operational models, capacity planning, and data analytics. Adept at using visualization tools to monitor utilization metrics and optimize operational performance.

Salary: $110,000–$140,000 (commensurate with experience)

Full-time, fully remote role

Health, dental, and vision insurance

HSA/FSA

401(k) with employer match

Flexible paid time off and sick leave

Commitment to Diversity

We are an equal opportunity employer committed to a diverse, inclusive and equitable workplace and candidate experience. We encourage all qualified candidates to apply regardless of race, color, ancestry, religion, national origin, sexual orientation, age, citizenship, marital or family status, disability, gender, gender identity or expression, pregnancy or caregiver status, veteran status, or any other legally protected status.

Not sure you meet all the qualifications? We encourage you to apply so we can explore your potential fit in our practice.