IT Executive Coordinator
- Optimize the CTIO’s calendar to prioritize meetings, travel, and project deadlines efficiently.
- Coordinate logistics for meetings, events, and travel, including scheduling, materials preparation, itineraries, and real-time adjustments to ensure seamless execution and follow-up.
- Serve as the primary point of contact and liaison for the Department Head, managing inquiries and facilitating clear, professional communication with internal and external stakeholders.
- Manage communication, scheduling, and documentation for assigned committees.
- Prepare agendas, presentations, and briefing documents; take minutes and track deliverables to ensure timely completion.
- Support high-priority projects, collaborating with cross-functional teams to ensure effective execution, knowledge sharing, and on-time delivery.
- Maintain efficient filing systems, databases, and workflows to support departmental operations.
- Process departmental invoices and reconcile executive and departmental credit card transactions in accordance with organizational policies and deadlines.
- Assist with the preparation and management of departmental budgets, expense reports, and financial records with precision and accountability.
- Support onboarding processes and develop materials for new IT department hires.
- Conduct research and provide insights to support executive decision-making.
- Foster a collaborative team culture aligned with the foundation’s mission and values.
- Judgment
- Communication
- Teamwork & Collaboration
- Adaptability
- Problem-Solving
- Four to six years of progressively responsible experience in administrative support or a related field.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and exceptional internet research skills.
- Experience in supporting C-suite executive.
- Associate’s or advanced degree in a related field such as Business Administration, Communications, or a similar discipline.
- Relevant certifications such as PMP (Project Management Professional), CAP (Certified Administrative Professional), or similar.
- Experience with project management tools.
- Experience with Board Effect or similar board management portal platforms.
- Strong understanding of IT workflows, terminology, and project lifecycles.
- Experience in philanthropy, which could provide additional context and understanding of the role.
- Ability to act as a mentor or resource for other administrative staff, fostering a collaborative environment.
- The role is primarily office-based, involving frequent interaction with executives, staff, and external partners.
- The position may require prolonged periods of sitting, as well as occasional lifting of light office supplies and materials.
- Occasional extended hours to meet deadlines or support special events.
- Occasional travel may be required for meetings, events, or conferences.
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