Kasasa

Job Title: Operations Chief of Staff 

Department: Operations Executives

Location: Hybrid 

Are you looking to join a team where “corporate values” aren’t just words on the website but instead are the genuine beliefs of the team? Where the people are smart, hardworking, fun, and loving? A place where the talk is walked? 

That’s Kasasa! 4 values define our company culture – Interdependence, Empowered Ownership, Badassitude, and Love – Together these values form THE PATCH. Elevate is the wrapper around the whole Patch reminding us to seek the “highest form” of our values. 

If you feel our company values align with your own, please apply! If you don’t, we encourage you to find a company whose values do! Our values are a living commitment to one another. It defines everything we do, including how we build products, serve our clients, plan for the future, and work together. It is our uncompromising promise to one another, our communities, and our clients. 

• Interdependence - Only team wins count. I take responsibility for my team’s success. My Team is Kasasa. I hold my shield for all of us. 
• Empowered Ownership - I know my goals. If they’re to be, it’s up to me. 
• Badassitude - I am passionate about what I do because I understand why it matters. I will courageously face challenges, seeing each one as a stepping stone toward growth. 
• Love - We boldly bring love to the workplace and the world. 
• ELEVATE - I CREATE THE HIGHER POSSIBILITY. 

ONLY THE BADASS NEED APPLY! 

We’re looking for much more than qualified applicants! We’re looking for people who “relentlessly give a sh!t” (Or “RGAS” for short; this is a component of ourBadassitude value)! We want individuals who will courageously face challenges. We don’t settle for good enough. At Kasasa, we have the determination, grit, and hustle to create excellence. 

Kasasa’s mission is to inspire and elevate community financial institutions to be the source for love and financial well-being in their communities. Kasasa employees (Spartans) are passionately dedicated to this mission and lead the way – sharing our “love” with the world – through our words and actions – via community service and outreach. Expect to get involved and make an impact if you expect to be a Spartan. 

As Spartans once did, we stand together and inspire others to join us in our mission. Stronger together and united by core values, we are more than a team. We are a Phalanx! 

The purpose of this position description is to serve as a general summary and overview of the major duties and responsibilities of the job. It is not intended to represent the entirety of the job, nor is it intended to be all-inclusive. Therefore, the position may be required or requested to perform for Kasasa other work duties not specifically listed herein. Management reserves the right to modify, defer, or rescind this position description at any time, with or without prior notice. 

Role Overview 

The position reports directly to the COO of Kasasa, and is responsible for the functional productivity of the Operations leadership team and serves as the chief administrator – helping to ensure the team is organized, and operating effectively. This person is the type that thrives in chaos and complexity (let’s be honest, this job is all about juggling and prioritization!) coupled with an exceptionally strong work ethic. 

The Operations Chief of Staff & Executive Assistant (Wingman) must be willing and able to anticipate the needs of the COO. You must have a positive face to everyone as it is clearly recognized and appreciated that daily interaction with all persons (Spartans across our business, and external parties) is a direct reflection on Kasasa and the COO - and must be handled in a way that reflects the Patch Values. 

You will assist the COO and by extension, the Ops leadership team, with coordination on projects and tasks to ensure proper alignment, and execution. You will be responsible for continuous maintenance of the COO’s email queue as well as other incoming inquiries to ensure that all items are addressed and responded to with appropriate priority. Additionally, you will field ad hoc requests such as performing research and compiling basic documents, presentations, and reports. 

This role is also responsible for all typical executive administrative duties: processing expense reports, making travel arrangements, event planning, catering meals, hosting guests, and communicating on behalf of their principle. Additionally, this person manages the COO’s heavy calendar, requiring interaction with internal and external executives and assistants to schedule and setup a variety of meetings. It is expected that this person would think of themselves as the COO’s productivity manager, proactively filtering calendar time to reflect their priorities, while ensuring maximum efficiency. 

Responsibilities 

• Infuses the Patch Values into your work ethic, every day and every interaction.
• Act as a bridge between the Ops Leadership team and the COO. 
• Key staff integrator – coordination, synchronization, and compiling of deliverables from Operation Team Leaders, and assuring communication of key outcomes from inter-and-intradepartmental meetings and initiatives. 
• Preparation of reports, presentations, various documentation as needed 
• Recommendations for improvement of processes and expediting outcomes 
• Event planning – including team meetings, offsites, training, and celebratory events etc. 
• General administrative duties: 

a. Travel, heavy calendaring, expense reports, setting up and hosting remote meetings via Webex and Lifesize, catering meals, hosting guests (vendors, clients, candidates, employees etc), arranging in-person meetings 

b. Taking and disseminating meeting notes, following up and ensuring execution on outstanding items 

c. Ensure expense reports are submitted according to deadline. 

d. Handles incoming and outgoing phone and electronic communications on behalf of executive management. 

e. Plan and optimize all travel plans for the COO. 

• Ownership of assigned special projects; expected to suggest projects where impact might be made even if not assigned 
• Ensure effective liaison exchanges with other internal departments and externally as required. 
• Anticipates potential problems that could impact the COO or other C-Level Executives and coordinates solutions. 
• Independently creates well-organized, grammatically correct memos and reports for distribution to members of various departments. 
• Handle all duties with a high degree of integrity, professionalism and confidentiality. 
• Ability to discern and communicate with the highest level of tact and diplomacy, both verbally and in writing to members of the Board of Directors, the Executive Team, and all levels of the organization. 
• Handles matters proactively and expeditiously and follows-through on projects to successful completion. 
• Provide back-up Wingman support as needed. 
• Other duties as assigned. 

Qualifications 

• Bachelor's degree or equivalent years of professional experience. 
• 5+ years of executive level support, to include C-Level Executives or Senior Management. 
• Ability to maintain highest level of confidentiality with sensitive information, and willingness to augment leadership’s insight into teams during times of high stress or significant change. 
• Advanced project management abilities with superior attention to detail. 
• Proven ability to work independently and make sound judgments on a day-to-day basis regarding assigned and ad hoc duties with very limited or absence of direction. 
• Ability to work under time constraints and be available as needed. 
• Extremely proficient in Microsoft Excel, Word, PowerPoint, and Outlook; willingness to learn and work in Paycor, Lattice, Evernote, Mac OS (including Keynote) and Salesforce. 
• High degree of business operations acumen – business analysis, process optimization, financial modeling, and project management. 
• Excellent oral and written communication skills, including proofreading, and the ability to clearly articulate information to various audiences. 
• Ability to handle multiple priorities simultaneously. 
• Ownership of results. Accountability and “know how” for getting things done & resolving issues. 
• Positive attitude and aptitude to work independently in a fast-paced environment. 
• Must be able to maintain composure under pressure and manage unforeseen situations. 
• Excellent judgment, problem resolution and decision-making skills. 
• Must be legally allowed to work in the U.S. 
• You will be asked to participate in culture related meetings, activities, and events. We firmly believe that building culture and teamwork in a remote company requires extra intentionality, and thus your participation and engagement isn’t just encouraged - it is required and part of your role responsibilities. 

PHYSICAL REQUIREMENTS 

• Sitting for extended periods of time; approximately 5-6 hours per day 
• Simultaneous use of hand, wrist and fingers 
• Daily operation of standard office equipment 
• Frequent use of oral communication to perform work 
• Lifts and moves up to 20 pounds occasionally 

Our benefits include: 

• Open Paid Time Off AND 14 paid holidays 
• Gym Membership Reimbursement 
• Tuition Reimbursement 
• Paid Parental Leave 
• Love Fund – established as a way for Spartans to give back to their co-workers in need 
• Medical Benefits 
• Dental, and Vision with a substantial contribution from Kasasa. 
• Life Insurance, Long-Term Disability, Short-Term Disability, and Employee Assistance Program – all provided in full by Kasasa 
• 401k plan with matching contributions 
• Pay to Tat (Patch tattoos only) 
• Peer-to-Peer Appreciation Program – Worktango 

Are you ready to join an amazing group of people who genuinely love their jobs in an environment that inspires greatness? 

We are committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, ancestry, national origin, citizenship status, gender, gender identity, pregnancy, sexual orientation, transgender status, marital status, religion, creed, age, physical or mental disability, results of genetic testing, genetic information, past, present or prospective service in the military, or any other characteristic or activity protected by federal, state, or local law.