Executive Assistant - Technology

Communities Foundation of Texas•Dallas, TX

About The Position

The Executive Assistant for the IT and Facilities team provides high-level administrative, financial, and project coordination support to the CIO and Director of Facilities. The role manages scheduling and communications, purchasing and financial documentation, expense tracking, invoice processing, and coordination with Accounting. Working with IT and Facilities leaders, staff, and vendors, the Executive Assistant helps keep priorities organized, financial records accurate, and commitments moving forward. The position also coordinates projects and activities supporting the CIO’s priorities across Technology Operations, Data & AI, and Digital Solutions. Success requires organization, attention to detail, discretion, sound judgment, and consistent follow-through. The role provides day-to-day administrative support to the CIO and Director of Facilities, coordinates administrative needs across IT and Facilities, manages calendars and meetings, prepares agendas and materials, documents decisions, and follows up on action items. It also handles correspondence, presentations, reports, travel arrangements, expense reports, meeting logistics, departmental files, vendor contacts, contracts, and administrative records, while coordinating purchasing and vendor-related follow-up with Facilities leadership. Financial responsibilities include processing and coding invoices, checking them against contracts and purchase orders, tracking expenses and commitments against budgets, coordinating with Accounting and vendors to resolve discrepancies, and maintaining financial documentation for reconciliation, reporting, and audits. The Executive Assistant also coordinates purchasing documentation and expense reconciliation and tracks contract, subscription, service agreement, and notice deadlines. For the CIO, the position maintains visibility into designated projects across Technology Operations, Data & AI, and Digital Solutions; coordinates project check-ins; tracks milestones, owners, dependencies, schedules, and actions; follows up on commitments; escalates overdue items and risks; and prepares project status summaries. It coordinates stakeholder reviews, testing and training schedules, rollout communications, and project handoffs as directed. Other related administrative and coordination duties may be assigned.

Requirements

Associate or bachelor's degree in business administration or a related field, or an equivalent combination of education and relevant experience.
At least 3 years of experience in executive, administrative, project coordination, or departmental operations support.
Experience with financial and administrative processes, including invoice processing, expense tracking, purchasing documentation, and recordkeeping.
Strong organizational skills, including the ability to manage competing priorities, anticipate needs, and follow through on commitments.
Strong attention to detail and accuracy, particularly when handling financial information and project documentation.
Clear and professional communication skills and the ability to collaborate with leaders, staff, vendors, and cross-functional partners.
Proficiency with Microsoft 365, particularly Excel, Outlook, Teams, and SharePoint.
Sound judgment and discretion when handling confidential information.
Ability to model and demonstrate CFT’s core competencies: Collaboration, Impact and Problem Solving, Integrity and Accountability, Learning, and Internal and External Service.

Nice To Haves

Experience supporting senior leaders.
Experience in a nonprofit organization.
Experience supporting IT or Facilities operations and coordinating projects.
Familiarity with project tracking or accounting systems such as Jira, Asana, or NetSuite.

Responsibilities

Provide day-to-day administrative support to the CIO and Director of Facilities and coordinate administrative needs across IT and Facilities.
Manage calendars and coordinate meetings, appointments, and scheduling priorities with internal and external stakeholders.
Prepare meeting agendas and materials, document decisions, and follow up on action items and commitments.
Draft and organize correspondence, presentations, reports, and departmental communications for leadership review.
Coordinate travel arrangements, expense reports, and meeting logistics as needed.
Maintain organized departmental files, vendor contacts, contracts, and administrative records.
Coordinate with Facilities leadership on purchasing, vendor documentation, service scheduling, and related administrative follow-up.
Handle confidential organizational, personnel, vendor, and financial information with judgment and discretion.
Receive, review, code, and submit IT and Facilities invoices for approval and payment in accordance with CFT procedures.
Verify invoice details against contracts, purchase orders, and supporting documentation, and coordinate confirmation that goods or services were received.
Apply appropriate general ledger, department, and project codes in consultation with Accounting.
Track invoices, expenses, and contractual commitments against approved IT, Facilities, and project budgets, and flag discrepancies for leadership review.
Research billing discrepancies and coordinate resolution with vendors, IT and Facilities leaders, and Accounting.
Maintain financial records, approval documentation, and supporting materials for reconciliation, reporting, and audits.
Coordinate purchasing documentation, expense reconciliation, and month-end or year-end information requested by Accounting.
Maintain a calendar of IT and Facilities contract renewals, subscriptions, service agreements, and related notice deadlines.
Maintain a consolidated view of CIO-designated projects across Technology Operations, Data & AI, and Digital Solutions, including milestones, owners, dependencies, and target dates.
Coordinate project check-ins, gather updates from team leaders, and maintain schedules, meeting notes, and action logs using established team tools.
Follow up with team leaders, business stakeholders, and vendors on commitments; flag overdue items, scheduling conflicts, and dependencies to the CIO.
Prepare concise project status summaries for the CIO highlighting progress, risks, upcoming milestones, and decisions needed.
Coordinate stakeholder reviews, testing and training schedules, rollout communications, and project handoffs as directed by the CIO and project leads.
Perform other related administrative and coordination duties as assigned.