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Chicago, Illinois, United States • Hybrid
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The Chief of Staff will serve as a strategic and administrative partner to the EVP of Programs, managing decision-making processes, meeting preparation, and departmental communications. They will also oversee operational workflows, manage external speaking requests, and provide administrative support to the Programs leadership team.
Candidates must have at least 5 years of experience in executive administration or operations, with strong project management and strategic judgment skills. The role requires the ability to work effectively in a fast-paced environment, anticipate needs, and maintain discretion with high-profile stakeholders.
Achieving our ambitious goals starts with an exceptional team built on our Hope to Action Values - Courage, Empathy, Integrity, Accountability, Community, Inclusivity, Pragmatism, Resilience, Imagination, and Hope. A Framework that anyone, anywhere, can use to build trust, activate participation, and expand opportunity in their community.
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.
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
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 https://www.obama.org/careers/.
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!
The Foundation is committed to creating a diverse work environment and is proud to be an equal opportunity employer. The Foundation does not discriminate on the basis of race, color, national origin, sex, gender identity, religion, sexual orientation, age, disability, parental status, veteran status, or any other protected status under applicable laws. We encourage individuals of all backgrounds to apply. If you are a qualified candidate with a disability, please e-mail us at careers@obama.org if you require a reasonable accommodation to complete this application.
We believe in a world with more opportunity, participation, and trust.
We believe in a world with more opportunity, participation, and trust. The Obama Foundation is a non-partisan 501(c)(3) tax-exempt public charitable organization with a mission to inspire, empower, and connect people to change their world. We are subject to federal, state, and local laws and regulations regarding political activities, such as campaign activities and lobbying. We support the expression and discussion of ideas and opinions and encourage people to be informed citizens and engage in their communities. While individuals participating in Obama Foundation events have the right to express their political opinions and engage in political activities, they do so only in their individual capacities and are not speaking or acting for the Foundation. The Obama Foundation expressly disavows any partisan opinions or activities that are made by such individuals and such opinions and activities are not authorized and may not be attributed to the Foundation.
Offices: 6001 S Stony Island Ave, Chicago, Illinois 60637, US
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