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Chief of Staff (Part-Time)

American Defense Foundation (ADF)
Reports To: Executive Director
Schedule: Approximately 10 Hours Per Week
Location: Remote / Hybrid

About the American Defense Foundation

The American Defense Foundation (ADF) is a nonprofit organization dedicated to accelerating the adoption of emerging technologies that strengthen America’s national security, economic competitiveness, and technological leadership. Through collaboration with government, industry, academia, and innovators, ADF helps bridge the gap between breakthrough technologies and mission impact.

Position Overview

The American Defense Foundation is seeking a highly organized, proactive, and mission-driven Chief of Staff to support the Executive Director and help drive the organization’s day-to-day effectiveness.

This is a high-impact, part-time position designed for an experienced professional who thrives in a fast-paced environment, communicates exceptionally well, and can manage multiple priorities with minimal supervision. The successful candidate will serve as a trusted partner to the Executive Director, ensuring that communications, fundraising activities, operational systems, and organizational priorities remain aligned and on schedule.

This role offers a unique opportunity to work at the intersection of defense innovation, emerging technology, public-private partnerships, and national security.

Key Responsibilities

Executive Communications

  • Manage priority communications on behalf of the Executive Director.
  • Draft, edit, and proofread correspondence, reports, briefing materials, and stakeholder communications.
  • Review incoming requests and identify matters requiring leadership attention.
  • Maintain a consistent and professional organizational voice across communications.

Social Media & Digital Presence

  • Maintain and execute ADF’s social media calendar.
  • Create, schedule, and publish content across organizational platforms.
  • Monitor engagement and respond to inquiries as appropriate.
  • Update website content and coordinate routine website maintenance.
  • Track and report basic digital engagement metrics and growth opportunities.

Fundraising & Grant Management

  • Maintain grant and funding opportunity calendars.
  • Research prospective grant opportunities and funding sources.
  • Support the preparation of grant applications, proposals, letters of inquiry, and funder reports.
  • Coordinate stewardship activities, acknowledgments, and donor communications.
  • Assist leadership in tracking fundraising priorities and deadlines.

Operations & Administration

  • Coordinate leadership and organizational calendars.
  • Maintain CRM records, stakeholder databases, and engagement tracking systems.
  • Support project management activities and monitor key organizational deliverables.
  • Prepare meeting agendas and track action items for leadership meetings.
  • Assist with event planning, logistics, and organizational administration.

Qualifications

Required

  • Five or more years of experience in operations, executive support, communications, development, project management, or related fields.
  • Exceptional written and verbal communication skills.
  • Strong organizational and project management capabilities.
  • Ability to work independently and prioritize effectively within a limited weekly schedule.
  • Experience with social media management and website content management systems.
  • High level of discretion and professionalism when handling confidential information.

Preferred

  • Experience working with nonprofit organizations.
  • Familiarity with grant research, proposal development, and donor stewardship.
  • Experience with CRM platforms, Monday.com, or similar systems.
  • Knowledge of government, defense, national security, technology, or public policy sectors.
  • Experience supporting senior executives or organizational leadership.

What Success Looks Like

  • Executive communications are professional, timely, and effective.
  • ADF maintains a consistent and growing public presence.
  • Grant opportunities and reporting deadlines are managed proactively.
  • Organizational calendars, CRM systems, and project trackers remain accurate and current.
  • Leadership has the information and support needed to focus on strategic priorities.

Compensation

Compensation is commensurate with experience and qualifications.

How to Apply

Interested candidates should submit:

  • Resume
  • Cover Letter

Email applications to info@amdef.org with the subject line:

Part-Time Chief of Staff Application

The American Defense Foundation is an equal opportunity employer and welcomes qualified applicants from all backgrounds.