Chief of Staff

About Us

Mid-Atlantic Surgical Systems is a high-performance, purpose-driven organization that has been named a Top Workplace by the Pittsburgh Post-Gazette for nine consecutive years, including two #1 finishes. Our success is rooted in the quality of our people and a strong culture rooted in humility, accountability and results.

As MASS continues to scale, we’re hiring a highly capable Chief of Staff to support the President and leadership team. This critical role will enhance focus, eliminate distractions, and drive execution across the business. You’ll serve as the President’s operational right hand and proxy, managing internal priorities and ensuring follow-through across teams.

Position Summary

We’re looking for a proactive, highly organized Chief of Staff who thrives behind the scenes making high-impact leaders more effective. You’ll bring structure to vision, streamline workflows, and ensure critical initiatives move forward. This role blends strategic execution and executive support.

You’ll manage internal operations, coordinate priorities, and ensure the President stays focused on customer relationships and strategic initiatives. The ideal candidate anticipates needs, communicates clearly, and turns decisions into outcomes.

Ideal Candidate

You're a sharp, execution-driven operator who thrives behind the scenes making high-performing leaders more effective. You communicate clearly, follow through without being reminded, and turn ideas into structured plans. You’re equally comfortable triaging emails, coordinating with external partners, or stepping into a contract discussion. You’re tech-savvy, detail-oriented, and thrive in a fast-paced environment where trust, precision, and discretion are essential. Most of all, you care deeply about doing things the right way with humility, follow-through, and a deep respect for the culture you’re helping protect.

Key Responsibilities

Optimize Executive Time and Focus

·         Manage inbox and calendar to reduce noise and protect strategic time

·         Prepare for meetings, send recaps, and follow up on action items without reminders

·         Draft or review communication so only final decisions reach the President

·         Represent the President in internal meetings and summarize key takeaways and decisions

Drive Execution on Priorities

·         Turn big ideas into clear next steps with owners and deadlines

·         Track progress and follow through on internal and external commitments

·         Keep high-priority initiatives (like RFPs, compensation plans, and territory reviews) moving forward without executive chase

·         Push internal team or National Accounts to deliver on time

Own Internal Coordination

·         Ensure the right people are aligned, informed and executing especially across Sales, Finance, Operations and Contracting

·         Make sure issues are addressed quickly and don’t escalate unnecessarily

·         Manage internal dashboards, contract trackers, and review cycles

Handle Critical Admin

·         Review and forward contracts, approvals, and invoices with accuracy and urgency

·         Coordinate hiring details, compensation rollouts, employee anniversaries, and HR touchpoints

·         Communicate directly with key partners on business items

Improve How We Work

·         Build systems for recurring tasks so they don’t depend on memory or reminders

·         Identify inefficiencies and propose simple solutions

·         Research tools (AI, automation, CRM workflows) that improve focus and reduce friction

·         Lead internal special projects end-to-end

What Success Looks Like in This Role

By 6 Months:

·         Manages inbox, calendar, internal communication, and meeting prep with minimal oversight

·         Prepares and sends recaps for all internal meetings within 24 hours, with action items clearly tracked

·         Translates executive direction into tasks, timelines, and owners

·         Oversees RFP responses and National Account follow-ups to ensure nothing slips

·         Leads internal coordination for contracts, compensation plans, and project deadlines

·         Has reduced daily operational noise by owning routine admin, approvals, and follow-ups

By 12 Months:

·         Frees up at least 30% of executive time by removing distractions and increasing follow-through

·         Fully owns execution of internal priorities and strategic projects from concept to completion

·         Speaks and acts on the President’s behalf with internal teams and external partners, anticipating both needs and responses.

·         Runs internal meetings and communication cycles including goal tracking, team updates, and leadership reviews

·         Has built reliable systems for HR milestones, contracting, pricing reviews, and internal reporting

·         Serves as the go-to for clarity, coordination, and execution across the business

Qualifications

·         3+ years of experience in strategic operations, executive support, project management, or business planning

·         Proven ability to manage complex priorities across multiple stakeholders

·         Highly organized, detail-oriented, and comfortable in a fast-moving environment

·         Exceptional written and verbal communication skills; able to speak for the executive with clarity and discretion

·         Demonstrated ability to follow through, work independently, and handle confidential topics with care

·         Strong comfort with Microsoft Suites, ChatGPT and CRM (e.g., Salesforce etc.)

·         Ability to thrive in a relationship-driven, high-accountability culture where follow-through and attention to detail are essential