Chief of Staff | Mothers' Milk Bank of the Western Great Lakes

Details

The Mothers' Milk Bank of the Western Great Lakes is a non-profit organization that provides pasteurized donor human milk to premature and critically ill babies, supports moms who donate milk after loss, and distributes reduced cost or free donor milk to chronically ill middle and low income children. We are a food manufacturing facility committed to food safety, research, and innovation.

Mothers’ Milk Bank of the WGL is seeking a dynamic, highly organized, and proactive Chief of Staff (COS) to serve as a vital support and strategic partner to our Executive Director. In this high-impact role, you will be instrumental in driving organizational momentum, streamlining internal communications, and managing critical relationships with our Board of Directors, government officials, and community partners. We are looking for an experienced professional with a background in healthcare, nonprofit, or public policy who excels at balancing high-level strategic planning with meticulous administrative execution. If you are a master of prioritization who thrives in a fast-paced, mission-driven environment and is ready to help us scale our impact across the region, we invite you to apply.

Job Duties

Executive Management:

• Provide day-to-day operational and strategic support to the Executive Director (ED)
• Assist with strategic plan management
• Monitor plan and assign tasks, timelines, and deadlines
• Coordinate interdepartmental communications
• Create graphics, reports, presentations, and other plan materials
• Assist with executive schedule management
• Update Google calendar to schedule and revise meetings and events
• Manage tasks and deadlines
• Triage and prioritize communication requests (emails, meeting requests)
• Assist with conference registration and travel arrangements
• Draft memos, communications, reports, and presentations
• Send cards, flowers, and gifts per occasion
• Assist with financial donor stewardship activities
• Meeting Management:
• Create meeting agendas and minutes
• Identify action items and timelines
• Send follow-up communications as needed
• High Impact Event Management
• Work with program staff to ensure high impact events are professional and organized
• Communicate with attendees before, during, and after the event; send follow-up emails as needed
• Serve as ED’s proxy when appropriate
• Attend high-level meetings with community leaders, government officials, and financial donors in ED’s absence
• File Management
• Assist ED with secure physical and electronic executive record management

Organizational Management:

• Board of Directors engagement
• Send meeting calendar invites and draft preliminary agenda
• Draft relevant communications and presentations
• Assist with board stewardship and annual holiday gifts
• Assist with planning annual meeting and board retreats or events (agenda, catering, printouts, gifts)
• Monitor and update organizational documents
• Organizational chart
• Point of contact (POC) chart
• Contact lists
• Assist with hospital contract emails, documents, and tasks
• Lead and coordinate special projects
• Internal communications and meetings
• Draft staff communications
• Create meeting agendas and minutes for:
• Bi-weekly Manager Meeting
• Department Meetings

Relationship Management:

• Ensure timely, professional communication with external contacts
• Schedule meetings and create calendar invites
• Send email correspondence, including meeting/ event follow-up emails
• Community Engagement
• Maintain list of community contacts
• Attend and report on community meetings
• Assist Program Manager with managing community engagement program
• Professional Networking
• Attend networking events
• Help manage participation in professional networks (IMA, IMEC, HMBANA)
• Government Affairs
• Attend legislative and policy meetings
• Coordinate agency projects (e.g. IDPH, WIC)
• Ensure timely and professional communications

The Chief of Staff is also responsible for the following duties:

• Administrative tasks (e.g. filing, faxing, mailing)
• Other duties as assigned

Requirements:

• Bachelor’s degree required, graduate degree preferred
• Five years of executive experience in the public policy, nonprofit, healthcare, or corporate sector
• Strong project and relationship management skills
• Excellent verbal and written communication skills
• High level of discretion, professionalism, and attention to detail
• Ability to stay organized and manage multiple priorities in a fast-paced environment
• Occasional off-site travel estimates:
• Chicagoland travel: once/week
• Illinois/Wisconsin travel: once/month
• National travel: once/year

To Apply: jin.liu@protegesearch.com