Core Job Responsibilities

Executive Support

• Manage calendars and scheduling for the Vice Presidents of Global Leadership and OPC Programs.

• Provide administrative support including travel coordination expense reporting document preparation and review and general assistance to the Vice Presidents and broader leadership team.

Team Operations

• Collaborate with team members to ensure smooth daily operations across both programs.

• Provide support with scheduling meeting preparation Slack community management file and data management and use of learning management systems.

• Identify opportunities to improve workflows and implement process improvements.

Partnership and Vendor Coordination

• Support the identification contracting and onboarding of third-party vendors for program delivery.

• Coordinate logistics for vendor engagement including timelines meetings and communications.

• Facilitate invoicing and payments in compliance with Foundation policies.

• Help maintain strong vendor relationships and build networks that can support shared strategic goals.

Budget and Finance Support

• Assist the Senior Manager with budget management and planning across both programs.

• Track expenses help prepare budget updates and disseminate relevant financial policies and guidance to team members.

• Support the team during the Foundations annual and bi-annual budgeting processes.

Program and Event Logistics

• Support the execution of virtual and in-person programs and events.

• Assist with logistics including travel scheduling tech support catering materials stakeholder coordination and post-event follow-up.

Cross-Functional Collaboration

• Serve as a liaison between program teams and other departments such as Marketing & Communications Procurement Legal Finance and OPC Operations to advance operational goals.

• Actively participate in cross-program operational working groups with other Programs Team operations staff to address shared operational issues and priorities.

Key Deliverables/Outcomes

• Proactively manage calendars for Vice Presidents ensuring time is aligned with strategic priorities.

• Produce and distribute monthly budget-to-actual reports with variance analysis and trend identification.

• Support timely and compliant vendor contracting and payment processes.

• Contribute to a seamless budget planning cycle by working collaboratively with internal stakeholders and aligning operational needs with financial strategy.

• Ensure operational tools systems and processes are effectively supporting team goals and external partnerships.

Required Qualifications

• 24 years of relevant professional experience preferably in operations project management program coordination or administrative support in a nonprofit public sector or mission-driven organization.

• Strong organizational and time management skills with the ability to manage multiple priorities workstreams and deadlines in a fast-paced evolving environment.

• Demonstrated ability to manage complex calendars and support senior leaders with scheduling logistics and administrative needs.

• Comfort with data management and budget tracking tools and the ability to understand and support financial processes (e.g. expense reconciliation budget-to-actual tracking).

• Proficiency with Google Workspace (Docs Sheets Slides Calendar) and Slack; familiarity with project management platforms (e.g. Asana Notion) a plus.

• Exceptional attention to detail and commitment to producing high-quality work.

• Strong interpersonal and communication skills with the ability to collaborate effectively across teams and with external partners.

• A solutions-oriented mindset with a willingness to take initiative solve problems creatively and improve operational systems.

The salary range for this role is between $51965 and $64980.

This is a hybrid role based at our Chicago office.

Foundation Values

The Foundation Values are Courage Empathy Integrity Accountability Community Inclusivity Pragmatism Resilience Imagination and Hope.

Dont check off every box in the requirements listed above Please apply anyway! Studies have shown that marginalized communities - such as women LGBTQ and people of color - are less likely to apply to jobs unless they meet every single qualification. The Obama Foundation is dedicated to building an inclusive diverse equitable and accessible workplace that fosters a sense of belonging so if youre excited about this role but your past experience doesnt 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!

Equal Opportunity Employer

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 if you require a reasonable accommodation to complete this application.