Chief of Staff to the Chief Operating Officer

Position: Chief of Staff to the Chief Operating Officer
Ostroff Associates Inc.
Albany – Full Time (On-site)
Compensation: $80,000 to $120,000 Annually

About the Firm:
Ostroff Associates is a leading government relations and public affairs firm that provides strategic advocacy, lobbying, and client services across New York State. We pride ourselves on a results-driven, collaborative, and professional environment dedicated to advancing our clients’ interests with integrity and accountability.

Job Summary:

The Chief of Staff to the COO reports directly to and supports the COO by coordinating day-to-day activities and advancing strategic priorities. This highly visible role requires an exceptionally organized, proactive self-starter who can learn quickly, anticipate needs, and deliver high-quality work under tight timelines. The Chief of Staff manages a high volume of information and requests, coordinates and attends meetings on the COO’s behalf or alongside them, and ensures fast, accurate follow-through.

In this role, the Chief of Staff will streamline strategic initiatives and communicate objectives across teams at Ostroff Associates. The position serves as a key partner to the COO by supporting the execution of strategic projects, managing day-to-day operations, and driving progress on key initiatives. Strong business acumen is essential to effectively manage priorities, provide insight and recommendations, and ensure alignment with overall business goals.

Primary Duties and Responsibilities:

• Work directly with the COO to support all aspects of their role and responsibilities, proactively identifying what needs to be done and driving it to completion.
• Serve as a liaison between the COO, staff, and the public, ensuring clear, timely, and professional communication.
• Assist the COO in the development of presentations for internal and external stakeholders, often with quick turnaround.
• Assist in the preparation of meeting agendas and materials, ensuring all parties are prepared and follow-up items are captured and tracked.
• Create source material; prepare documents, reports, tables, and charts; distribute as appropriate with a high degree of accuracy and attention to detail.
• Determine priority of matters of attention for the COO; redirect matters to staff to handle, or handle matters personally, as appropriate, using sound judgment.
• Keep the COO advised of time-sensitive and priority issues, ensuring appropriate and timely follow-up without requiring constant direction.
• Serve as a primary point of contact between the COO and lobbyists, including helping to coordinate the work of the different groups and ensuring alignment on priorities and deadlines.
• Coordinate work with other staff as needed; play a key role in the coordination of staff efforts, anticipating bottlenecks and resolving them.
• Assist in the management of the COO’s calendar, appointments, speaking engagements, and travel arrangements; exercise discretion in committing time and evaluating needs, often making decisions independently.
• Maintain confidential and sensitive information with discretion and professionalism.
• Attend meetings; prepare the initial draft of minutes and summaries, and track action items through to completion.
• Complete a variety of special projects as needed, including creating PowerPoint presentations and agenda material, often under time pressure.
• Maintain paper and electronic filing systems in an organized, easily navigable manner.
• Communication: The Chief of Staff to the COO regularly works with team members of all levels, business executives, and elected officials, so strongly developed written and verbal communication skills are crucial.
• Leadership: The Chief of Staff to the COO acts as a leader, planning meetings and determining the needs of the business. The ability to lead in an effective and trustworthy way is important when working as Chief of Staff.
• Time management and organization: The Chief of Staff to the COO must be extremely organized and able to manage multiple priorities at once. They are responsible for improving the efficiency of the business by managing the time of the executive leader and their own, using strong planning skills to prioritize tasks, set meetings, meet deadlines, and diffuse work conflict without bringing it to the attention of the executive leader.
• Self-starter and fast learner: This role requires someone who can quickly learn the firm’s operations, clients, and issues, and who can independently identify what needs to be done, ask the right questions, and move work forward without constant oversight.
• Responsiveness and quick turnaround: The Chief of Staff must be comfortable operating in a fast-paced environment with shifting priorities, delivering high-quality work product quickly and reliably.
• Problem-solving: Whether it is conflict within the workplace or a problem with a vendor, customer, or partner, it is their role to take the necessary steps to overcome problems that arise for the COO and the organization daily.
• Confidentiality: The Chief of Staff to the COO handles highly sensitive and personal information pertaining to employees’, financial information, and other confidential information. This position requires a high degree of trustworthiness and confidentiality.
• Bachelor’s degree preferred.
• Minimum 5years experience working with the New York State Legislature, state, local, and federal elected officials, and familiarity with New York State’s legislative processes and systems, and 5-7 years of professional experience supporting senior leadership and managing complex projects.
• High attention to detail and ability to work collaboratively in a fast-paced environment.
• Demonstrated experience managing multiple projects at once, with a track record of meeting tight deadlines and producing polished work product.
• Describe a recent week where you were supporting a senior executive or team with multiple urgent priorities. How did you organize your work, decide what to do first, and ensure nothing slipped?
• Tell us about a time you had to quickly get up to speed on a complex issue or process and start adding value within days. What did you do, and what was the outcome?

General Skills Needed:

Qualifications:

Compensation: $80,000 – $120,000, commensurate with experience.

Benefits include: 100% employer-paid health insurance, 401(k) with employer match, paid time off, and additional firm benefits.

How to Apply:
Please include short answers (5-8 sentences each) to the following questions in your cover letter or in a separate document:

Applications without answers to these questions may not be considered.

Interested candidates should submit their resume and a cover letter to [email protected].