Associate Chief of Staff

Job summary

The Associate Chief of Staff coordinates strategic cross-functional initiatives and translates organizational priorities into actionable project plans. This role supports the executive team by monitoring performance, managing project documentation, and facilitating effective communication across departments.

Job details

Who We Are For over 25 years, we have been dedicated to assisting organizations in delivering critical communications with precision, security, and efficiency through innovative technology, omnichannel communication, and a steadfast commitment to excellence. Serving more than 1,500 clients across a variety of industries, we develop communication solutions that empower businesses to progress. What truly distinguishes us is our people. We are cultivating a culture that fosters growth, encourages contribution, and enables you to make a significant impact. Here, you are empowered to introduce new ideas, tackle meaningful challenges, and help shape the future of how organizations engage with their customers. If you are seeking to elevate your career and join a team that is pioneering tech-enabled solutions, we would be delighted to meet you. Doxim's Next Associate Chief of Staff (Remote – ON, BC, or AB) This role works directly with the Executive team and coordinates strategic cross-functional initiatives that improve how the organization operates. The role combines project management, organizational improvement, and executive coordination. Reporting to the CEO, this role turns strategic priorities into project plans, tracks progress with owners/stakeholders and helps ensure decisions and commitments are followed through. This position is well suited to a highly organized professional who can manage multiple priorities, communicate or liaise effectively across teams, and bring structure to complex or evolving work. This role can be performed remotely from Ontario, British Columbia, or Alberta. Working hours will generally be aligned with the Eastern time zone. Key Responsibilities Help track organizational priorities, performance measures, and leadership commitments. Translate approved priorities into project plans with clear deliverables, timelines, responsibilities, and success measures. Schedule and facilitate project meetings, document decisions, and monitor action items, maintain project documentation, status reports, risk logs, and implementation plans. Prepare concise progress updates for project sponsors and the executive leadership team. Identify emerging risks, delays, and resource constraints and bring them to the appropriate leader for resolution. Support the transition of completed projects into ongoing operational ownership. Assist with change-management activities, including communications, stakeholder engagement, training coordination, and adoption tracking. Monitor whether implemented improvements are achieving their intended results. Qualifications 3-5 years of relevant experience in project coordination, business operations, executive support, organizational improvement, or a related area. Proven experience coordinating projects involving multiple teams or departments. Excellent communication skills, spoken and written, including effective meeting facilitation and presentation skills. Highly proficient with Microsoft 365 Strong organizational skills and demonstrated ability to manage competing priorities. Project-management or change-management certificate is an asset. Bachelor’s degree or diploma in business administration, project management, communications, public administration, human resources, or a related field; equivalent work experience may be considered. Experience supporting an executive team. Sound judgment and experience handling confidential information. Why Doxim? Work Environment That Suits You: Our opportunities come in all shapes and sizes; from fully remote, to in-office, to hybrid; across North America, South Africa, and Europe. Benefits That Fit: As of Day 1 of employment, our flexible benefit options have you covered from healthcare to employer-matched retirement savings and everything in between. Growth That Excites: We are passionate about nurturing talent from within so this won’t be just a job – it will be a journey. Time Off That Recharges: Take the breaks you deserve with our generous PTO policy designed to help you rest, reset, and return at your best. Refer & Reap the Rewards: Love working at Doxim? When you refer talented people to join us, you’ll earn a bonus through our Employee Referral Program. Great people know great people! Thank you for your interest in Doxim! Due to the volume of applications we receive, only selected candidates will be contacted. Website - www.doxim.com Be aware of suspicious recruitment activity during your job search. Doxim will only reach out to interview, make an offer of employment, or conduct onboarding activities for candidates who have applied directly to one of our open roles. When interviewing for a position, the candidate experience will include live interaction, such as a video call or in-person interview, with a Doxim Talent Acquisition team member and/or company employee(s). We will never ask for any money or payments from applicants at any point in the hiring process. We will only reach out from a @doxim.com email address; no other email addresses will be used. Remain vigilant and if you think you are a victim of an employment scam, please contact your local law enforcement agency.

What you’ll do

The Associate Chief of Staff coordinates strategic cross-functional initiatives and translates organizational priorities into actionable project plans. This role supports the executive team by monitoring performance, managing project documentation, and facilitating effective communication across departments.

Requirements

Candidates should have 3-5 years of experience in project coordination, business operations, or executive support. A bachelor's degree or diploma in a relevant field is required, along with proficiency in Microsoft 365 and strong organizational skills.

Benefits

• Healthcare
• Employer-matched retirement savings
• Paid time off
• Employee referral program

Listed skills

• Change Management · Preferred
• Microsoft 365 · Preferred
• Risk Management · Preferred
• Documentation · Preferred
• Communication · Preferred
• Project management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Project management
• Organizational improvement
• Executive support
• Strategic planning
• Meeting facilitation
• Presentation skills
• Microsoft 365
• Change management
• Stakeholder engagement
• Communication
• Documentation
• Risk management
• Resource management
• Performance measurement
• Meeting Facilitation
• Training Coordination
• Project Documentation
• Emerging Risk
• Business Operations
• Organizational Skills
• Strategic Prioritization
• Business Administration
• Change Management
• Executive Information Systems
• Public Administration
• Leadership
• Innovation
• Project Management
• Presentations
• Project Coordination
• Project Sponsorship
• Resource Constraints
• Stakeholder Engagement
• Timelines
• Coordinating

Job areas

• Management & Leadership
• Administrative
• Consulting
• Associate Chief of Staff
• Chief of Staff
• Managing Directors and Chief Executives
• Chief Executives

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