Chief of Staff

Location: Hunts Point, The Bronx 

Salary: $115,000-$125,000 + discretionary annual bonus

Reports To: VP, Operations

About Us:

Cityfoods Services works in partnership with Citymeals on Wheels who is dedicated to ensuring older adults have consistent access to nutritious meals delivered with care and dignity. Through our distribution center and network of community partners, we procure, package, and distribute meals to homebound older adults and community-based organizations serving aging populations throughout New York City. 

About the Role:

Cityfoods Services is seeking a highly organized, resourceful, and strategic Chief of Staff to serve as a key partner to the Vice President of Operations in supporting the organization's daily administration, organizational effectiveness, and long-term operational priorities.

The Chief of Staff will oversee key administrative functions, coordinate people operations, manage facilities-related vendor relationships, and lead special projects that improve organizational efficiency and effectiveness. Working closely with departmental managers and senior leadership, this individual will help strengthen communication, accountability, and coordination across the organization.

The ideal candidate will also be enthusiastic about Citymeals’ mission and can expect to be involved in various aspects of the organization (i.e., meal deliveries, and offsite events).

Key Responsibilities:

Executive Leadership & Organizational Coordination

• Serve as a trusted advisor and operational partner to the Vice President of Operations, helping advance organizational priorities, address emerging challenges, and ensure timely follow-through on key initiatives.
• Coordinate cross-department projects and organizational priorities, establishing timelines, tracking deliverables, identifying obstacles, and ensuring accountability for assigned action items.
• Facilitate management meetings, develop agendas and briefing materials, document key decisions, and monitor progress on organizational commitments.
• Support the development, implementation, and continuous improvement of administrative policies, standard operating procedures, internal communication practices, and management systems.

People Operations & Employee Administration

• Coordinate employee recruitment, hiring, onboarding, orientation, and offboarding processes in collaboration with department managers and designated human resources partners.
• Maintain and improve people operations processes, including personnel documentation, employee records, performance review schedules, professional development tracking, and compliance-related administrative requirements.
• Support initiatives that promote employee engagement, accountability, effective communication, and a positive workplace culture, while maintaining discretion and confidentiality in personnel matters.

Facilities Administration & Vendor Management

• Oversee administrative coordination of facilities maintenance and service needs, including sourcing qualified vendors, obtaining proposals, managing vendor relationships, coordinating service appointments, and tracking work completion.
• Develop and maintain facilities-related service contracts, vendor records, preventive maintenance schedules, inspection calendars, and documentation of required services and follow-up actions.
• Coordinate with department managers and external contractors to resolve building and equipment maintenance needs, ensuring that issues are appropriately prioritized, communicated, and escalated. The position does not perform technical or hands-on maintenance.

Operational Administration & Special Projects

• Coordinate organizational purchasing and administrative resource needs.
• Lead designated operational improvement projects, including process redesign, technology implementation, administrative workflow improvements, and cross-functional initiatives that support efficient service delivery.
• Develop reports, dashboards, and management tools that improve leadership visibility into operational priorities, outstanding issues, and organizational performance.
• Serve as a liaison between Cityfoods leadership, department managers, Citymeals stakeholders, vendors, and external partners on assigned administrative and operational matters.
• Identify organizational risks, recurring process challenges, and opportunities for improvement; proactively recommend solutions and promptly escalate significant matters requiring executive attention.

Qualifications

• Bilingual English/Spanish is required.
• Bachelor's degree in business administration, nonprofit management, human resources, operations management, or a related field, or an equivalent combination of education and experience.
• At least 5 years of progressively responsible experience in operations, organizational administration, project management, or related leadership support function.
• Demonstrated experience independently managing multiple projects, coordinating stakeholders, and driving initiatives to completion.
• Familiarity with HR practices, operational compliance, facilities administration, and organizational performance management.
• Experience implementing new systems, developing SOPs, and improving cross-functional workflows.
• Strong judgment, problem-solving ability, organizational skills, and attention to detail.
• Excellent written and verbal communication skills, including the ability to engage professionally with employees, managers, executives, and external partners.
• Ability to manage sensitive and confidential information with discretion.
• Proficiency with Microsoft Office applications and comfort learning new technology and management platforms.
• Commitment to equity, inclusion, and serving older adults with compassion and respect
• Flexibility to work weekends or holidays based on program needs.

Why Join Cityfoods:

• Work in partnership with a mission-first organization and contribute to providing services for homebound older adults.
• A collaborative and inclusive work environment where the experiences, talents and ideas of diverse staff are valued.
• Comprehensive benefits including medical, dental, vision, disability and life insurance as well as communications reimbursement.
• Flexible spending accounts.
• 401(k) retirement plan with employer match.
• Generous paid time off and holiday

Cityfoods Services is an Equal Opportunity Employer.