Executive Affairs Program Manager

• Manage a complex executive calendar aligned to strategic priorities set by the President and the VP of Commercial Operations & Strategic Programs, executing against those priorities day to day.

• Manage a complex executive calendar aligned to strategic priorities set by the President and the VP of Commercial Operations & Strategic Programs, executing against those priorities day to day.
• Serve as the single point of entry for scheduling requests, coordinating across Executive Assistants, external executive offices and event organizers.
• Hold protected time, resolve conflicts early, and keep the calendar accurate and current at all times.
• Provide a rolling two-to-three-week forward look, surfacing conflicts with lead time and a proposed solution rather than raising them the morning of.

• Own domestic and international travel end to end — booking, itineraries, visas, ground transport and on-the-ground logistics.

• Own domestic and international travel end to end — booking, itineraries, visas, ground transport and on-the-ground logistics.
• Manage expense reporting and reimbursement, including receipt capture, coding, submission and approval tracking.
• Handle invoices, purchase requests and vendor coordination on behalf of the office.
• Track budget for events, offsites and travel, flagging variances proactively.

• Read and triage the executive inbox daily — surfacing what matters, redirecting what belongs elsewhere, and closing what does not require the President.

• Read and triage the executive inbox daily — surfacing what matters, redirecting what belongs elsewhere, and closing what does not require the President.
• Draft correspondence and responses in the President's voice, and trigger the prep or follow-up an item requires rather than simply flagging it.
• Exercise delegated approval authority over defined categories of routine decisions — for example scheduling commitments, routine external confirmations, and approved quotes and standard requests — with full scope agreed during onboarding and a clear escalation line for anything outside it.
• Maintain a live view of open commitments, decisions and follow-ups so the President is never the system of record for her own actions.

• Own the prep standard for the office: tier every engagement, assign the owner, and ensure materials land ahead of time.

• Own the prep standard for the office: tier every engagement, assign the owner, and ensure materials land ahead of time.
• Build briefings for board, client executive, partner and leadership engagements — objective, attendees and context, key issues, what good looks like, and what the team needs out of the session.
• Keep briefings current when engagements move or context changes; a rescheduled top-to-top gets a refreshed brief, not the original pack.
• Set the expectation upstream that anyone requesting executive time either runs a prep session in advance or books review time on the calendar.

• Support the leadership operating rhythm — agendas, pre-reads, materials and run-of-show for recurring forums, leadership reviews and in-person sessions.

• Support the leadership operating rhythm — agendas, pre-reads, materials and run-of-show for recurring forums, leadership reviews and in-person sessions.
• Capture decisions and commitments from the President's meetings, assign owners and due dates, and drive them to closure, surfacing risk early rather than at the deadline.
• Maintain shared trackers, decision logs and document repositories so the office runs on a single source of truth.
• Identify friction in how the office operates and fix it — this role is expected to improve the operating model, not just execute it.

• Coordinate executive engagement with customers, strategic partners, industry organizations and external stakeholders.

• Coordinate executive engagement with customers, strategic partners, industry organizations and external stakeholders.
• Close the loop on external commitments — confirmations, attendance and follow-ups — so nothing sits unanswered and credibility with key partners is protected.
• Maintain stakeholder context: relationship history, prior commitments, internal ownership, and what remains outstanding.
• Represent the Office of the President externally with polish and discretion.

• Manage discrete projects on behalf of the President — offsites, leadership events, cross-functional working sessions and special initiatives — from plan through delivery.

• Manage discrete projects on behalf of the President — offsites, leadership events, cross-functional working sessions and special initiatives — from plan through delivery.
• Partner with the Commercial Initiatives PMO where executive commitments intersect with the initiative portfolio.
• Translate complex inputs into concise, decision-ready summaries for the President and her leadership team.

• Calendar integrity- Nothing reaches the President's calendar that this role did not place or knowingly approve. Conflicts surface with lead time and a recommendation.
• Meeting readiness - Every engagement that matters has a current briefing in hand ahead of time. No walking in cold, no last-minute scrambles.
• Filtering- The President's attention goes to what only she can do. Routine items are closed without her, correctly.
• Follow-through - Decisions and commitments are tracked to done. Nothing is rediscovered late.
• External reliability- Commitments to external partners are confirmed, honored and closed out. No dropped threads.
• Judgment- Sound calls in situations no process anticipated, with escalation when the stakes warrant it.

Qualifications

• 8+ years supporting senior executives in an executive assistant, business operations, chief-of-staff, executive affairs or program management capacity.
• Proven track record operating with genuine autonomy — making judgment calls on an executive's behalf and being trusted with them.
• Strong program and project management discipline: planning, governance, tracking, and driving cross-functional work to closure.
• Exceptional written communication, including the ability to write credibly in an executive's voice.
• Executive presence and polish sufficient to represent the office with board members, senior clients and external partners.
• Comfort with ambiguity and a strong bias to action — able to work from direction rather than instruction.
• Absolute discretion with highly confidential and sensitive information.
• Advanced proficiency across Outlook, Teams, SharePoint, PowerPoint and Excel; fluency with AI-assisted ways of working is a strong plus.
• Experience in legal, banking, professional services or a similarly rigorous executive environment is preferred.
• Based in Chicago.

• Flexible working environment

• Flexible working environment
• Volunteer time off
• LinkedIn Learning
• Employee-Assistance-Program (EAP)