Chief of Staff Job at OutSystems

Job Description

The Chief of Staff will work closely with the Chief Financial Officer (CFO) to provide strategic, operational, and top-level program management and administrative support. This combined role ensures the CFO's time is optimized for high-impact activities by managing both their executive administrative needs and driving key strategic initiatives across the Finance organization. The successful candidate will have extensive knowledge of the organization, a deep understanding of the Finance function's aims and objectives, and exceptional discretion and confidentiality.

Job Responsibility

Serve as a strategic partner and trusted advisor to the CFO, assisting in high-level decision-making
Manage the Finance leadership team's operational rhythm and agenda, ensuring alignment on priorities and driving accountability for key initiatives
Oversee and manage high-priority, cross-functional projects critical to the Finance function, such as annual planning, long-range forecasting, and budgeting processes
Draft and prepare high-stakes internal and external communications from the CFO, including materials for Board of Directors meetings, investor presentations, and all-hands company updates
Coordinates/assists with managing team meetings (staff meetings, town halls, quarterly on sites/off sites, team gatherings, etc.) whether virtual or in person. Assists with event planning
Prepares, updates, and organizes information (using Google Workspace.) for inclusion in huddle boards, reports, correspondence, presentations, budgets, etc. Edits documents for accuracy, format, and arrangement of material
May attend meetings on the executive's behalf and liaise with external partners
Assists in keeping executives and their teams well organized, to include online retrieval and archiving on collaboration platforms such as Zoom and Slack
Assists with process and/or program management such as maintaining distribution lists, coordinating nominations, distributing updates, administering surveys, conducting research, obtaining resources, preparing documents, etc
Supports the CFO and their directs by partnering with them in order to help them be more efficient and effective with their time
Manage executive calendars, acting as a gatekeeper to prioritize meetings and resolve scheduling conflicts, keeping executives informed on schedule changes
Arranges travel and optimizes travel arrangements (transportation, accommodations, agenda) based on executive travel needs and preferences. Manages complex itineraries, to include any changes. Processes related travel expenses

Requirements

Prior experience in a Chief of Staff or similar role such as Program Management
Proven experience in managing complex projects or organizational initiatives, demonstrating strong business acumen
Proficient at slides preparation, including building charts
Excellent problem-solving ability
Strong work ethic, able to manage multiple tasks, demonstrating comfort with ambiguity and changing priorities
Ability to work effectively in a team environment
strong collaborative skills
Proven interpersonal skills and ability to interact with all levels of management, internally and externally
Detail oriented with great accuracy
Excellent written and verbal communication, with the ability to draft executive-level correspondence and presentations
Strong ability to handle confidential and sensitive information
5+ years of administrative experience supporting executive level leaders, ideally in a Finance or related business operations environment
Strong calendar management skills
Competency with AI tools such as ChatGPT, Claude, Notion AI to: Draft communications, summarize meetings, generate insights, and structure documents
Convert voice notes and strategic inputs into clean, actionable outputs (emails, memos, slides) in the executive's voice
Assist with creating or editing presentations using AI tools that enhance slide structure, narrative flow
Automate recurring workflows using AI (weekly digests, meeting agendas, follow-up trackers)
Pull insights from Slack threads, and other internal tools to create concise summaries and cross-functional briefs
Auto-organize prep packets before meetings, including pre-reads and supporting documents

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