Chief of Staff

Position summary

The Chief of Staff is a strategic partner to the Vice President. They turn leadership priorities into action across WMS. The role brings together strategy, operations, systems, and people work so the leadership team can focus on growth and on serving rural, remote, and tribal communities.

The Chief of Staff leads high-priority initiatives and manages client contracts. They are also the internal lead for Salesforce and Trainual. They organize leadership meetings and the WMS annual retreat.  They support conference and trade show preparation, and help make employee onboarding, offboarding, and recognition consistent and personal.

Key responsibilities

High-priority initiatives

• Lead high-priority projects that do not have a natural owner, such as vendor platform integrations.
• Set the project plan, timeline, and stakeholders for each initiative. Report status to leadership and drive it to completion.
• Document new processes once an initiative goes live.
• Lead roll-out of new processes and platform changes to WMS staff.

Salesforce management

• Build and maintain Salesforce reports and dashboards for leadership, recruiting, staffing and operations.
• Find and carry out efficiency improvements, including automations and flows.
• Work with users to gather requirements, keep data clean, and drive adoption.

Client contract management

• Manage the client contract process: drafting, redlines, approvals, execution, renewals, and amendments.
• Keep an organized record of contract terms, rates, and key dates in Salesforce. Flag upcoming renewals and expirations.
• Spot contract risks and send them to leadership or legal counsel when needed.
• Update Salesforce with new contract rates and terms.

Marketing support

• Help marketing prepare for site visits, conferences and trade shows, including registration, booth materials, and shipping.
• Help manage swag, including ordering, inventory, storage, and distribution for events and clients.

Strategy and executive support

• Turn company goals into operating plans and track progress on goals and key metrics.
• Prepare briefings, analyses, and talking points for leadership decisions, vendor meetings, and board meetings.

Leadership meetings and annual retreat

• Assist the VP with Quarterly Leadership Planning: agendas, pre-reads, logistics, notes, and follow-up on action items.
• Plan the Annual Retreat from start to finish, including agenda, facilitation support, venue, travel, meals, budget, and post-retreat follow-through.

Trainual

• Serve as the subject matter expert (SME) for Trainual. Build and maintain policies, processes, and training content, and support team adoption.

Culture 

• Assist with employee onboarding and offboarding, including checklists, system access, equipment, new hire welcome gifts, training assignments, and a consistent new-hire experience.
• Ensure employees receive an annual review.
• Coordinate birthday and work anniversary gifts and recognition for employees.
• Keep a recognition calendar and budget so no milestone is missed.
• Plan holiday celebrations and send gifts.

Other duties

• Perform other duties as assigned to support WMS's mission and leadership team.

Qualifications

Required

• Experience in operations, program or project management, business administration, or a similar role

• Hands-on Salesforce experience, including building reports, dashboards, and basic automations
• Experience managing contracts or vendor agreements
• Strong project management skills, with a record of leading several initiatives at once
• Excellent written and verbal communication
• Sound judgment and discretion with confidential information

Preferred

• Experience in healthcare staffing, locum tenens, or travel healthcare
• Salesforce Administrator certification or Flow-building experience
• Experience with Trainual or a similar training or knowledge of the platform
• Event planning experience, such as trade shows, conferences, or retreats
• Understanding of, or experience working with, rural, remote, or tribal health organizations

Core competencies

• Ownership: Sees work through to the end, without needing reminders.
• Organization: Juggles strategic projects and day-to-day details without dropping either.
• Systems thinking: Looks for ways to automate, document, and simplify.
• Discretion: Trusted with sensitive company, client, and employee information.
• People focus: Cares about the employee experience and about making team members feel valued.

Wilderness Medical Staffing is an equal opportunity employer. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected status.