Executive Assistant, Program Mgr., and Board Governance Aide

American Property Casualty Insurance Association•Chicago, IL

About The Position

This role provides high-level governance and program management support to the Chief Operating Officer. The position handles planning, producing, and stewarding high-impact Board of Directors and Board Committee processes, communications, materials, and meeting execution. The individual serves as a central coordinator across senior staff to drive prompt delivery of board materials, manage governance workflows, and keep accurate repositories of board documents. The position requires exceptional planning, coordination, and stakeholder management skills, and the ability to work with discretion, business acumen, and a deep understanding of organizational priorities. The position entails executive support for the COO, ISS General Manager board materials compilation and distribution, and APCIA CLO travel, expense management, and scheduling.

Requirements

10+ years of executive support experience, preferably supporting C-Suite leaders and governing bodies.
Proven success in project or program management involving multiple stakeholders and workstream coordination.
Demonstrated excellence in organization, accuracy, document development, and deadline management.
Advanced experience with Microsoft Office Suite (Word, PowerPoint, Excel).
Experience with SharePoint or similar document management platforms.

Nice To Haves

Professional presence and discretion with confidential information.
Strong written communication and executive-level formatting skills.
Ability to anticipate needs, influence timelines, and hold stakeholders accountable diplomatically.

Responsibilities

Lead development of timelines, briefing materials, and agendas, for the APCIA Board of Directors, ISS Board, APCIA Board Leadership, Board Executive Committee, and Board Benefits & Compensation Committee.
Manage end-to-end preparation processes, including document review cycles, input deadlines, cross-department coordination, proofreading, formatting, and quality assurance.
Oversee governance document management systems, including SharePoint repositories, version controls, and historical records.
Serve as primary liaison with board members, executive office contacts, and member company representatives about scheduling, logistics, and secure delivery of materials.
Coordinate CEO and Senior Staff inputs for governance work, ensuring clarity, accuracy, and timeliness.
Manage governance-related project workflows that connect cross-functional teams to deliver prompt work products.
Track recurring operational deliverables for the COO and senior leaders aligned with governance, performance reviews, compensation processes, and committee cycles.
Prepare consistent summaries, program agendas, and supplemental materials that support board priorities and organizational initiatives.
Manage the COO’s complex scheduling, including leader check-ins and internal project meetings with the CEO, Senior Staff, and direct reports.
Arrange travel as needed and ensure briefing materials are prepared in advance.
Provide secondary support to the CEO Office during peak periods, including member CEO scheduling and preparation of briefing materials.
Provide ISS Board materials compilation and distribution.
Assist APCIA CLO with travel, expense management, and scheduling.
Support confidential projects, organizational initiatives, and special assignments for the COO.
Serve as a resource to other administrative staff to support consistency, workflow effectiveness, and document standards across divisions.
Other duties as assigned.