Executive Operations Coordinator

Ivy Tech Community College•Indianapolis, IN

10d•$60,000 - $70,000•Hybrid

About The Position

The Executive Operations Coordinator is a trusted partner and central point of coordination for the Office of the Ivy Tech Foundation President. Reporting directly to the President, the role enhances executive effectiveness by managing time, priorities, information, relationships, and follow-through in a complex, highly visible, external-facing environment. The position is primarily onsite, with some flexibility to work from home based on business needs and supervisor approval. The coordinator strategically manages the President’s calendar and supports fundraising and campaign activity, donor and prospect engagement, board leadership, College priorities, and external relationships. The role uses discretion and judgment to evaluate requests, anticipate needs, manage competing priorities, prepare the President for engagements, and move commitments and decisions forward. It serves as a liaison to Foundation Board members, College leadership, campuses, donors and prospects, State Trustees, community and corporate leaders, and other stakeholders. The position coordinates executive and board meetings, prepares briefings and presentations, assists with executive communications, coordinates travel and stakeholder engagement, tracks decisions and commitments, and supports special projects. It also provides additional administrative and coordination support to other Foundation leaders as needed. The role may involve attending meetings, Foundation events, donor engagements, and other activities outside normal business hours, as well as occasional travel on Foundation business.

Requirements

Associate degree or higher in a related field.
At least five years of progressively responsible experience in executive support, executive operations, project coordination, development or fundraising support, or a related field.
Exceptional organizational, written, verbal, and interpersonal communication skills, including the ability to manage multiple priorities and produce accurate, polished work in a fast-paced executive environment.
Exceptional professional judgment, discretion, initiative, and anticipatory thinking; ability to assess priority and organizational impact, redirect requests, adapt to changing priorities, and advance work with limited direction.
Strong relationship-management skills and ability to interact professionally with senior leaders, board members, donors, prospects, community and corporate leaders, and other high-profile stakeholders.
Ability to maintain strict confidentiality and exercise sound judgment with sensitive Foundation, College, personnel, donor, prospect, board, and executive information.
Advanced proficiency with Microsoft 365, PowerPoint, and related productivity tools; ability to develop polished presentations and executive briefing materials.
Ability and willingness to use AI and emerging productivity technologies responsibly, with appropriate regard for judgment, confidentiality, accuracy, and College policies.
Growth mindset and intellectual curiosity, including commitment to learning about the Foundation and College, philanthropy and fundraising, higher education, and the external environment.
Ability to seek context, ask thoughtful questions, connect information across functions and stakeholders, and apply new knowledge to improve executive and organizational effectiveness.
Willingness and ability to occasionally travel on Foundation business and provide reasonable schedule flexibility for time-sensitive executive, donor, board, and event responsibilities outside normal business hours.
Ability to promote an inclusive environment in which individuals representing diverse backgrounds feel respected and valued.

Nice To Haves

Prior experience directly supporting a senior executive in a complex, highly visible, or external-facing environment.
Experience supporting fundraising, donor relations, board governance, executive communications, or complex stakeholder engagement.
Experience with Canva or similar design tools.

Responsibilities

Manage the Foundation President’s complex calendar in alignment with Foundation priorities, fundraising and campaign goals, donor and prospect engagement, board leadership, College priorities, and other institutional needs.
Evaluate meeting requests, resolve scheduling conflicts, recommend priorities, protect time for consequential work, and redirect or decline requests as appropriate with the President’s direction.
Review upcoming weeks and months to anticipate preparation needs, competing priorities, travel demands, stakeholder opportunities, and potential risks.
Sequence travel, donor engagement, board responsibilities, institutional commitments, and focused work to support the President’s effectiveness.
Identify matters requiring the President’s attention and determine what to elevate, redirect, or resolve through other channels.
Coordinate travel and external engagement to maximize strategic value and efficiency, including clustering visits when appropriate.
Prepare concise executive briefings for key meetings and engagements, including participant background, relationship history, objectives, desired outcomes, relevant context, and talking points.
Track decisions, commitments, introductions, and follow-up from meetings, travel, and stakeholder interactions, coordinating with others to ensure completion.
Provide confidential correspondence, expense reporting, detailed travel planning, itineraries, meeting preparation, and other high-level executive support.
Provide administrative and coordination support to other Foundation leaders as needed.
Serve as a primary liaison between the Office of the Foundation President and the Foundation Board of Directors.
Coordinate the Foundation Board meeting cycle with the President and Board Chair, including agendas, presentations, materials, matters for board consideration, and meeting and event logistics.
Maintain a forward-looking board calendar for recurring communications, decisions, reports, materials, meetings, and governance requirements.
Serve as recording secretary for the Foundation Board, Board-designated standing committees, and other assigned committees or work groups.
Support compliance with Foundation bylaws and governance requirements by preparing and distributing notices, agendas, materials, minutes, resolutions, and other documentation on time.
Maintain board records and governance materials, including OnBoard records, directories, agendas, meeting materials, minutes, resolutions, Articles of Incorporation, and Bylaws.
Support Foundation leadership communications and engagement with the State Board of Trustees and Foundation Board, including preparation and follow-up.
Coordinate Cabinet, Extended Cabinet, Foundation leadership, and other executive meetings led by or involving the President.
Support agenda development by soliciting and synthesizing items, clarifying desired outcomes, identifying matters requiring executive input or decisions, coordinating presenters and materials, and helping ensure meetings are action-oriented.
Coordinate and facilitate virtual and in-person meetings, ensuring participants have relevant context, objectives, materials, and follow-up responsibilities for priority engagements.
Draft and prepare executive presentations, briefings, correspondence, reports, talking points, and other materials for internal and external audiences.
Support presentation development for the President and key Foundation meetings, translating strategy, data, philanthropy, and stakeholder context into clear narratives; partner with the AVP of Strategic Communications as appropriate.
Manage access to the President by screening and prioritizing requests, calls, and visitors, and routing routine matters through appropriate channels.
Capture and communicate meeting decisions, action items, and follow-up responsibilities; maintain systems and records that support accountability, continuity, and institutional memory.
Coordinate special projects for the President by gathering information, organizing work, monitoring deadlines and deliverables, and identifying issues requiring executive attention.
Coordinate vendor payments and other administrative transactions assigned to the President’s office, and identify opportunities to streamline, automate, or delegate routine work.
Maintain awareness of Foundation priorities and significant donor, prospect, board, College, and stakeholder activity to inform scheduling, briefing, travel, and follow-through.
Attend meetings, Foundation events, donor engagements, and other activities at the President’s request, including occasional responsibilities outside normal business hours.
Perform other executive support, coordination, and special project responsibilities as necessary, in accordance with applicable College and Foundation policies, FERPA, regulatory requirements, and professional standards.

Benefits

Multiple medical plan options paired with a Health Savings Account and employer contribution
Dental plan with no-cost preventive services and orthodontia coverage
Vision plan with low-cost exams and allowances for glasses or contact lenses
Employee Assistance Program with confidential counseling, legal consultations, financial planning consultations, and other resources
Wellness program with opportunities to earn $250 in Wellness Rewards
Flexible Spending Accounts for healthcare and dependent care
10% employer retirement contribution, fully vested after two years
Basic life insurance equal to annual salary, paid by the College, with optional supplemental coverage
Short-term and long-term disability benefits
Fee remission for employees, spouses, and dependent children
Tuition assistance for undergraduate, graduate, and doctoral programs
Paid professional development opportunities
Generous paid time off, including vacation, sick leave, holidays, and winter recess
Flexible work arrangements where available
Paid childbirth recovery leave (8 weeks)
Paid parental leave (4 weeks)
Eligibility for Public Service Loan Forgiveness
Discounts on gym memberships, transportation, and various retail services