Chief of Staff, Office of the Executive Vice President of Programs

Obama Foundation•Chicago, IL

3d•$87,020 - $108,775•Hybrid

About The Position

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.

Requirements

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

Nice To Haves

nonprofit or government industry experience

Responsibilities

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.
Ensure that the EVP is fully prepared for all meetings with agendas, bios, talking points, briefings and background reading.
Prepare 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.
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.
Organize and prioritize all external speaking requests for the EVP in collaboration with the Foundation’s Marketing and Communications team.
Manage 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.
Regularly convene and advise all Program staff who provide administrative support to other Program Vice Presidents and consultants (as needed).
Manage 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.
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.