Executive Affairs Program Manager

The Office of the President, North America is hiring an Executive Affairs Program Manager — a rare blend of senior executive assistant and program manager who can run the full mechanics of a demanding executive office while exercising real judgment about what deserves the President's attention. 

This role builds on traditional executive support with greater ownership of decisions, preparation and follow-through. You’ll be trusted to resolve routine matters on the President’s behalf, shape the information she needs for key engagements, and coordinate across teams to ensure decisions translate into completed actions.

It will suit someone who has supported a senior executive in a high-stakes, externally visible environment, is energized by ambiguity, moves without being asked twice, and can hold their own with senior internal leaders and external partners alike. 

Key responsibilities: 

Calendar & executive time management 

• 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. 
Travel, expenses & 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. 
Inbox management & decision filtering 

• 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. 
Meeting readiness & briefings 

• 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. 
Operating rhythm & follow-through 

• 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. 
Stakeholder & external engagement 

• 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. 
Program & project 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. 
What success looks like: 

• 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.

Function: General Business
Experience Level: Mid-Senior Level