Chief of Staff

Smart City Water is a water resources engineering consulting company located in Vaughan, Ontario. Our expertise spans across sanitary and storm sewer systems as well as natural watershed asset planning and asset management. Our passion is to grow communities. We achieve this by working with municipalities, land developers, conservation authorities, government agencies and other consulting firms. We are undeterred to advance our clients’ mission by networking, combining efforts and developing tools.

We are currently looking for a Chief of Staff to join the Corporate Operations team!

Purpose and Scope: 

The Chief of Staff to the VP of Operations (CoS) is a high-trust leverage role that exists to multiply the effectiveness of the VP of Operations and, through that, the performance of the Operations function as a whole. The CoS is fundamentally a service role: it does not carry line authority over departments or direct reports, but works through influence, organization, and trusted proximity to the VP of Operations. The CoS is expected to anticipate needs, create order out of ambiguity, hold the office accountable to its commitments, and operate at all times with complete discretion and integrity. 

Reporting Relationships: 

Reports to the VP of Operations.  

The CoS works solely for, and is scoped to, the VP of Operations and does not have direct reports. The CoS collaborates closely with department leaders, project managers, the Corporate and Finance team, and with external advisors, consultants, and clients on behalf of the VP of Operations. The CoS owns the leader’s operating cadence, ensures that decisions are made and that action items are driven to closure, and learns to think the way the leader thinks so that the leader’s time and attention are reserved for the highest-value work. 

Major Functions: 

1. Chief of Staff to the VP of Operations 

1. Accounting & Financial Administration 

1. Client & Customer Support 

1. SR&ED, IRAP & Funding Program Administration 

1. Insurance, Compliance & Administrative Coordination 

1. Executive & Administrative Support 

The Chief of Staff function (Function 1) represents approximately 70% of the role; Functions 2 through 6 together represent the remaining approximately 30%. 

Responsibilities:

• Serve as a strategic leverage partner to the VP of Operations, increasing focus, clarity, and execution speed across priorities.
• Drive prioritization and focus by maintaining visibility into operations and ensuring the VP’s time is directed toward the highest-impact work.
• Own accountability and follow-through by tracking decisions, commitments, and action items; ensure progress is monitored and outcomes are delivered on time.
• Act with delegated authority in select situations, representing the VP in meetings and routine matters while aligning with their intent and judgment.
• Prepare the VP for key engagements by synthesizing information into clear briefings, highlighting decisions, risks, and recommended actions.
• Strengthen executive communication by drafting and refining emails, reports, and presentations so they are clear, concise, and aligned.
• Lead cross-functional projects and initiatives, coordinating teams, tracking milestones, and driving execution through to completion.
• Serve as the “eyes and ears” of the office, identifying risks, surfacing issues early, and providing practical recommendations.
• Manage executive cadence and meetings, including scheduling, agenda preparation, note-taking, and ensuring follow-through on outcomes.
• Maintain organization and documentation systems, ensuring records, files, and materials are accurate, accessible, and well-structured.
• Coordinate logistics and administrative activities, including travel, events, and ad hoc support, ensuring smooth execution.
• Operate with flexibility and ownership, moving between strategic and administrative work with a proactive, solutions-oriented mindset.

Accounting & Financial Administration

• Manage billing and receivables, including issuing invoices, tracking payments, and following up on outstanding balances to support cash flow.
• Handle accounts payable and expenses, including processing bills, purchase orders, and disbursements accurately and on time.
• Perform reconciliations and support month-end close, ensuring financial records are complete, accurate, and up to date.
• Maintain financial documentation and reporting, supporting internal tracking, organization, and management visibility.

Funding Program Administration

• Coordinate funding claims (SR&ED, IRAP, etc.), ensuring timelines, documentation, and requirements are met.
• Gather and organize technical and financial inputs, creating complete and accurate submission packages.
• Track expenditures and maintain claim records, ensuring consistency and audit-readiness.

Insurance, Compliance & Administrative Coordination

• Coordinate insurance activities, including COIs, renewals, and documentation, ensuring continuous coverage.
• Support WSIB and compliance requirements, maintaining necessary records and documentation.
• Track deadlines and regulatory obligations, ensuring no lapses in filings, renewals, or compliance.
• Prepare for audits and reviews, organizing documentation and supporting requirements proactively.

Measurables: 

• 100% of action items are captured and tracked, with at least 90% completed within their mutually committed timeframe. 

• Quarterly priorities are tracked with milestone updates at least every two weeks, and the departmental Scorecard is updated and accurate every week. 

• Customer invoices are issued within [2] business days of the billing trigger (milestone or work completion). 

• Accounts receivable are reviewed weekly, with Days Sales Outstanding (DSO) maintained at or below [target to be set with the VP of Operations]. 

• Month-end administrative close tasks are completed within [5] business days of month-end. 

• 100% of funding claims are submitted on or before their deadlines, with complete supporting documentation packages. 

• 100% of insurance renewals, COIs, WSIB filings, and compliance deadlines are met, with zero lapses in coverage or filing. 

Bracketed targets are to be confirmed with the VP of Operations. 

Key Competencies: 

• Discretion, Integrity & Confidentiality
• Bias for Action & Execution
• Proactivity, Anticipation & Adaptability
• Comfort with Ambiguity & Change
• Organization, Prioritization & Attention to Detail
• Communication (Written & Verbal)
• Financial & Numerical Literacy
• Project & Process Management
• Relationship Management & Influence Without Authority
• Judgment, Decision-Making & Learning Agility
• Time Management & Stress Tolerance
  

SCW is committed to fostering a positive and progressive workplace that reflects the community in which we operate and serve. We provide equitable treatment and accommodation to ensure barrier-free employment in accordance with the Ontario Human Rights Code and Accessibility for Ontarians with Disabilities Act. You can request for accommodation related to the protected grounds at any stage of our recruitment process by emailing us.