Purpose of the Role

The Chief of Staff (COS), Office of the Executive Vice President (EVP) of Programs will partner with the EVP of Programs as a strategic and administrative operator to ensure the EVP’s time and attention are aligned with the objectives of the Foundation’s Programs department. The EVP of Programs is a member of the Foundation’s Executive Leadership Team and is a highly visible principal whose role is cross functional and collaborative with Executive Office & Strategy, People, Legal, Finance, Development, OPC, and External Affairs partners.

The COS will work closely with the Vice President of Program Operations to help drive operational excellence for the Programs department. This position serves as a critical member of the Program Operations Leadership table, managed by the Vice President of Program Operations.

Core Job Responsibilities

• EVP project management & decision making: Maintain the submission form and tracker of all memos and materials requiring the EVP’s awareness, feedback, and / or decision making. Proactively communicate with all stakeholders the protocols for engaging with the EVP, and work closely with the Vice President of Operations to respond to incoming inquiries pertaining to the full Programs department. Serve as a strategic thought-partner to the EVP to support decision-making and improve operating culture, and serve as the EVP’s proxy when not present.

• Scheduling and meeting support: Ensure that the EVP is fully prepared for all meetings with agendas, bios, talking points, briefings and background reading. This includes preparing meeting materials such as agendas, memos, and presentations, as well as tracking and communicating meeting takeaways and next steps. When appropriate, staff the EVP in meetings to document and track next steps. Facilitate the weekly Programs Leadership Team meeting. Coordinate with the Vice President of Program Operations to orchestrate department-wide meetings and retreats, on behalf of the EVP.

• Manage department-wide processes and communications: In close partnership with the VP of Program Operations, support the EVP with a regular cadence of communication to all Programs staff, on email and during quarterly Program Town Halls. Serve as the Program lead for routine enterprise-wide operations. Support EVP in communication with and management of direct reports and lines of business in her portfolio. Design and improve processes and systems for communication and cross-team collaboration.

• Manage external speaking requests: Organize and prioritize all external speaking requests for the EVP in collaboration with the Foundation’s Marketing and Communications team. This includes managing the external intake form, liaising with the Foundation’s Marketing and Communications team and the requestor, scheduling prep calls as needed, scheduling travel as needed, preparing materials, and collecting and organizing post-speaking engagement media. 

• Manage Support Services: Regularly convene and advise all Program staff who provide administrative support to other Program Vice Presidents and consultants (as needed). Work collaboratively to manage a range of responsibilities: managing EVP consultant contracts and invoices, processing Program stakeholder requests for tickets and access to the Obama Presidential Center; and tracking and responding to inquiries interested in Foundation programs and partnership.

• Data Input:Ensure that all external communication (via email, phone call, or meetings) are entered into the appropriate data management system in a timely manner.

• Perform other duties as assigned. 

Key Deliverables / Outcomes

• Act as a trusted extension of the EVP - anticipating needs, provide exceptional customer service, and show up as a credible proxy

• Trust, respect, and discretion with a range of internal and external stakeholders, including high-profile principals

• EVP’s calendar is up-to-date and reflective of work priorities

• EVP is fully prepared for all meetings 

• EVP’s daily priorities, work, and next steps from meetings are organized and communicated effectively, including managing a system to help the EVP track and respond to all inbound requests 

• Timely and responsive administrative support for Programs department staff

• Clear, timely, and intentional team communications and meetings, on behalf of the EVP 

• Meeting requests are replied to within 1 business day 

• Travel arrangements for the EVP are made on-time and within budget 

Required Qualifications

• A minimum of 5 years of work experience in executive administration or operations; nonprofit or government industry experience preferred but not required.

• Strategic judgment  – works to understand the Foundation’s culture and priorities and can connect short-term execution to long-term goals; exercises sound judgment in situations with multiple, complex considerations and stakeholder interests

• Project Management experience – effectively plan and execute short- and long-term projects; track record of designing and implementing effective and efficient systems and processes that deliver excellent results 

• Communicates proactively and collaborates effectively with others to achieve objectives and meet deadlines 

• Strong prioritization and organizational skills to effectively juggle short-term and long-term tasks and responsibilities in an entrepreneurial, fast-paced environment 

• Motivated by exceptional customer service; anticipates needs, takes initiative, resourceful, problem-solver 

The salary range for this role is between $87,020  and $108,775. 

This is a hybrid role based at the Obama Presidential Center in Jackson Park. 

For an overview of our benefits package, including insurance, paid time off, retirement & more, please visit.

Don’t check off every box in the requirements listed above? Please apply anyway! If you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to still consider submitting an application. You may be just the right candidate for this role or another one of our openings!