Summary
The Sears Institute is seeking a Chief of Staff to serve as the operational backbone of Dr. Sears’ practice and businesses. This role is a broad practice support position — a trusted partner ensuring scheduling, communication, and operations flow seamlessly across the clinic, executive team, and business ventures.
The ideal candidate is highly organized, adaptable, and proactive — someone who thrives in a dynamic environment where no two days are alike. Dr. Sears relies on this role for administrative oversight, coordination, and operational follow-through.
You will be an excellent fit for our company if the following values represent you :
- Patient First Mindset – You prioritize compassion, dignity, and personalized support for our patients and teams.
- Commitment to Excellence – You take pride in ensuring processes run smoothly and support high standards in all operations.
- Concierge-Level Service – You ensure every experience (whether patient, team, or vendor) feels professional, seamless, and cared for.
- Collaborative Spirit – You enjoy working across departments, supporting executives, clinic staff, and the front office as one team.
- Adaptability – You are comfortable switching gears quickly and thrive in an environment where priorities may shift daily.
A Day in the Life of a Chief of Staff
Anticipate needs by preparing agendas, meeting notes, and follow-ups.Support communication across clinic staff, executive leadership, and external partners.Support flow between clinical and administrative teams to ensure smooth daily operations.Track and communicate reminders, deadlines, and deliverables across the practice.Maintain SOPs, policies, and practice documentation.Track decisions and ensure follow-through with documented action items.Support compliance requirements by keeping accurate records and logs.Assist with posting roles, scheduling interviews, and maintaining candidate trackers.Partner with HR consultants on hiring pipelines and onboarding processes.Ensure smooth employee onboarding / offboarding processes and management.Oversee ordering of office and practice supplies.Manage vendor relationships and ensure timely fulfillment of office needs.Track supply inventory and collaborate with staff for reorders.Support small operational projects (marketing newsletters, team communications, reporting).Requirements
You should bring expertise in these areas and can help to uplevel the team in :
5+ years in Operations, HR or Chief of Staff experience; healthcare or professional services preferred.Scheduling mastery, communication, documentation management, and organizational efficiency.MS Office / Google Suite, scheduling / project management tools (Monday, Jira, etc).Soft Skills : Adaptability, strong prioritization, and problem-solving.Style Fit : Thrives in a fast-paced environment where versatility and follow-through are essential.30‑60‑90 Day Expectations
Within 30 Days, You’ll :
Learn workflows and operations of the clinic.Review and analyze current SOPs, KPIs, and begin creating a centralized tracking dashboardBegin to run daily, weekly and monthly business meetings and reviewsWithin 60 Days, You’ll :
Manage KPI dashboard and drive accountability across key stakeholdersSupport updates to handbooks, onboarding checklists, and SOPs.Coordinate vendors and oversee ordering processes.Within 90 Days, You’ll :
Serve as the go-to operational partner for KPI review, project status and employee relationsEnsure schedules, meetings, and projects run seamlessly with documented follow-through.Drive operational improvements across the practice and business support functions.Work Hours & Reporting
Standard schedule Monday–Friday, 9 : 00 a.m. – 6 : 00 p.m. (with flexibility for urgent needs)Reports directly to executive leadership.Benefits
Full-time employees are eligible for benefits on the 1st of the month following 60 days of full-time employment.Medical & PharmacyDentalVisionHealth Savings Account (HSA)Virtual Network Telehealth (including 24 / 7 Same-Day Virtual Urgent Care, Virtual Primary Care, Virtual Therapy, Virtual Specialty Care)Paid time off : 10 vacation days + 10 sick days; vacation increases after 5 years.401(k) — eligible after 1 year.8 Paid holidaysCompany-provided scrubs; no dark colors (color guidelines).On payday, we'll provide a Catered lunch featuring organic, grass-fed, pasture-raised, and wild-caught ingredients.Employee discounts on clinic products / services.Free on-site exercise classes & equipment.Organic perks (e.g., organic eggs from the farm).This job description reflects the core responsibilities and expectations for the role. Duties may evolve as the clinic grows; reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.
