Job Description

Join Our Mission to Transform Women's Health Through Functional Medicine!

Vitality Renewal Functional Medicine | Crystal Lake, IL

Are you a strategic operations leader who thrives on bringing order to complexity? We're seeking an exceptional Director of Operations & Chief of Staff to be the right hand to our Founder/Medical Director as we embark on an ambitious growth journey - tripling our revenue while maintaining the compassionate, personalized care our patients love.

About Vitality Renewal

We specialize in helping perimenopausal and menopausal women reclaim their vitality through functional medicine. Our comprehensive approach combines cutting-edge diagnostics (including QT breast imaging and neurofeedback), personalized treatment programs, and a supportive community. With $1.6M in annual revenue and ambitious growth plans, we're expanding our team, our services, and our space in 2026.

The Role

You'll be the strategic partner who transforms operational chaos into sustainable systems while serving as our CEO's most trusted advisor. Think of yourself as the conductor keeping our growing orchestra in perfect harmony - you'll build the infrastructure for scale while maintaining the warm, healing environment we're known for.

This isn't just operations - it's organizational leadership.

You'll create and manage a team lead structure, directly supervise key operational team leads, act as the CEO's proxy when she's working remotely, and create the systems that will support our next phase of explosive growth.

What You'll DoOperations Leadership (60%)

Team Structure & Leadership

Create and implement a team lead structure with clear reporting lines and accountability Directly supervise team leads responsible for: Patient Care Operations, Front Desk/Admin, and Medical Assistant coordination Lead weekly team meetings and maintain morale, especially during CEO's remote work periods (Jan-April) Stabilize and retain our team (everyone has less than 1 year tenure - they need strong organizational structure!) Manage onboarding of 3 new Nurse Practitioners sequentially starting April 2026 Oversee MA-to-Health Coach transition by August 2026

Systems & Process Excellence

Create and document SOPs across all service lines (patient care, neurofeedback, QT imaging, FSM, aesthetics, sauna) Optimize neurofeedback utilization from 15% to full capacity through staff training and patient awareness initiatives Improve Deep Dive ? Program conversion from 50% to 80% through process improvements Establish clear workflows and communication protocols across all departments Execute space expansion planning for April 2026 (1.7x current size)

Performance & Growth Execution

Track and improve key operational metrics and KPIs across all team leads Support revenue growth initiatives as we scale from $120K to $360K monthly Identify operational bottlenecks and implement solutions proactively Ensure quality and consistency across all patient touchpoints Develop team lead capabilities and create advancement pathways

Chief of Staff Duties (30%)

Executive Support

Manage CEO's business calendar with strategic precision Manage and respond to CEO's email inbox - triage, prioritize, and draft responses Act as CEO's proxy for operational decisions when she's working remotely Manage strategic projects from conception to completion Track action items and ensure follow-through across the organization

Communications & Coordination

Prepare agendas, take meeting notes, and ensure accountability Coordinate between in-office team leads and remote team (VAs, video editor, patient concierge) Maintain organizational memory - track deadlines, manage important documents, keep everyone aligned Be the bridge between clinical operations and business development Handle sensitive personnel matters and organizational restructuring

Strategic Partnership (10%)

Partner with CEO on long-term strategy and growth planning Research new equipment and service opportunities that complement the practice Identify opportunities for operational improvements and innovation Support business development initiatives as needed Design organizational structure to support 3x growth

Your Day-to-Day Reality

One hour you might be restructuring team responsibilities for better efficiency, the next you're optimizing the neurofeedback booking flow, then you're preparing materials for an NP interview, followed by drafting an email response for the CEO about a strategic partnership. You'll need to seamlessly shift between strategic thinking and tactical execution while maintaining calm and excellence through it all.

Key difference from typical operations roles:

You're not just managing processes - you're building organizational structure from the ground up, creating leadership pathways, and serving as the CEO's strategic partner while the practice scales 3x in 18 months.

You're Perfect for This Role If:Required Experience & Skills

5+ years

in operations management with

direct supervisory experience

(healthcare operations helpful but not required)

Proven ability to create organizational structure

- you've built teams and reporting hierarchies

Systems builder

- you create order from chaos and love documenting processes

Strategic thinker

who can see three steps ahead and anticipate needs

Exceptional communicator

- you can interface with medical providers, staff, and patients with equal grace

Tech-savvy

- comfortable with EHR systems, project management tools, Microsoft Office, and AI tools

Change management expertise

- you can navigate organizational restructuring with sensitivity

Ideal Background

Experience building team lead structures or departmental hierarchies Experience in wellness, functional medicine, chiropractic, med-spa, or health & wellness businesses (strong plus!) Familiarity with multi-provider practices and coordinating diverse service offerings Project management experience, especially during growth/expansion phases Experience managing remote and in-person team members simultaneously Background in organizational development or team restructuring

Personal Qualities (Non-Negotiable!)

Genuine passion for wellness and functional medicine

- you believe in our mission

Calm under pressure

- you're the steady hand when things get chaotic

High emotional intelligence

- you can read a room and adapt your approach, especially during organizational changes

Proactive mindset

- you solve problems before they become problems

Detail-oriented

without losing sight of the big picture

Natural leader

- you can build confidence in team members and create clear structure

Integrity and discretion

- you handle sensitive personnel and organizational matters with professionalism

What We Offer

Compensation & Benefits

Base salary: $65,000 Performance bonuses: Up to $25,000+ annually (quarterly structure based on measurable results)

Total compensation potential: $77,000-$95,000+ for strong performance

Health insurance stipend ($500/month) or coverage Paid Time Off: 10 days starting, increasing annually Professional development budget: $1,500 annually Clear path to salary growth with annual 3-5% raises based on performance

Work Environment

Beautiful functional medicine practice in Crystal Lake, IL

Hybrid remote/in-office position

- flexibility for productive remote work with strategic in-person presence Collaborative work schedule during CEO's remote periods (Jan-April) Collaborative, mission-driven team culture Opportunity to shape operations and organizational structure during explosive growth phase

Growth & Impact

Be a key architect of our 3x growth journey Direct impact on patient outcomes and team satisfaction Build systems, processes, and organizational structure that will scale with the practice Create leadership development pathways for team members Work directly with the CEO/Medical Director as a strategic partner

Our Timeline

Ideal Start Date:

November 2025

First 90 Days:

Assess current operations, build relationship with team, design team lead structure, stabilize current processes (bonus eligibility: 50% of quarterly target)

Months 4-6:

Implement team lead structure, document SOPs, optimize current service utilization, prepare for NP hiring (bonus eligibility: 75% of quarterly target)

Months 7-12:

Execute NP onboarding, lead space expansion planning, drive conversion improvements (full bonus eligibility)

Year 2+:

Scale operations to support $360K monthly revenue with salary increases and enhanced bonus potential

How to Apply

Ready to be the operational backbone of a transformative healthcare practice?

If you're excited about building organizational structure that supports both explosive growth and exceptional patient care, we want to hear from you!

Application Requirements:

Resume

highlighting relevant operations and leadership experience, especially team building/organizational development

Cover Letter

addressing: Why you're passionate about functional medicine and women's health Your approach to creating team lead structures and organizational hierarchy How you've successfully managed operations during a growth or restructuring phase What excites you most about this hybrid operations + chief of staff role Your ideal remote/in-office work balance and how you maintain productivity in both settings
Job Type: Full-time

Pay: From $65,000.00 per year

Benefits:

Health insurance Paid time off
Application Question(s):

"What is your salary expectation for this role?"
$50,000-$60,000
$60,000-$68,000
$65,000-$75,000
$75,000-$85,000
$85,000-$95,000
$95,000+

"Have you directly supervised, coached, or developed team members in a leadership capacity?"
Yes or No

"Which statement best describes your experience with creating SOPs (Standard Operating Procedures)?"
I've never created SOPs but I'm willing to learn
I've helped update existing SOPs created by others
I've created 1-5 comprehensive SOPs from scratch
I've created 5-15 SOPs and implemented them across a team
I've built entire operational manuals (15+ SOPs) for organizations

"What is your level of interest in functional medicine and holistic health?"
Not interested - just looking for any operations job
Somewhat interested - willing to learn about it
Very interested - I believe in the functional medicine approach
Passionate - I have personal or professional experience with functional/holistic health

"This role requires hybrid work (some days in Crystal Lake office, some days remote). What is your work arrangement preference?"
I can only work remotely
I prefer mostly remote but can come to office occasionally
I'm comfortable with hybrid (3 days in office, 2 remote)
I prefer being in office most of the time

"What is your availability to start?"
Immediately available
Available within 2 weeks
Available within 30 days
Available in 6-8 weeks
Not available for 2-3 months
Just exploring options, not ready to make a move

"What is your experience in healthcare, wellness, or medical practice operations?"
No healthcare experience, but strong operations background in other industries
1-2 years in healthcare/wellness operations
3-5 years in healthcare/wellness operations
5+ years in functional medicine, chiropractic, med-spa, or similar

"What is your experience managing an executive's calendar, email, and acting as a strategic partner?"
No executive support experience
1-2 years supporting mid-level managers
3-5 years as Executive Assistant to senior leader
5+ years as Chief of Staff or senior EA to C-suite

"We need to create a team lead structure with clear reporting lines. Describe your approach to designing and implementing this type of organizational change. What would your 90-day plan look like?" "You discover that our Deep Dive ? Program conversion rate is 50% when it should be 80%. Walk us through your process for diagnosing the issue and implementing improvements." Describe a time when you had to restructure a team or implement significant organizational changes. How did you manage resistance and ensure buy-in? When the CEO is working remotely (Jan-April), you'll need to maintain team morale and handle decisions independently. Share an example of when you've successfully led during a leader's absence. If you know your Kolbe, Enneagram, DISC, or other personality assessment scores, please share them. If not, describe your work style: Do you prefer creating new systems or maintaining existing ones?
Work Location: In person