Executive Operations Coordinator

Ivy Tech Community College•Indianapolis, IN

8d•Hybrid

About The Position

The Executive Operations Coordinator serves as a trusted partner and central point of coordination for the Office of the President of the Ivy Tech Foundation. Reporting directly to the President, the position enhances executive effectiveness by strategically managing time, priorities, information, relationships, and follow-through in a complex, highly visible, and external-facing environment. It manages the President’s calendar as a strategic resource, supports fundraising and campaign activity, donor and prospect engagement, board leadership, College priorities, and external relationships, and exercises judgment in evaluating requests, anticipating needs, and preparing the President for key engagements. The role is a key liaison to the Foundation Board of Directors, College leadership, campuses, donors and prospects, State Trustees, community and corporate leaders, and other stakeholders. It supports board governance and executive meetings; prepares briefings, presentations, correspondence, and reports; coordinates travel and stakeholder engagement; tracks decisions and commitments; and manages special projects and office operations. The position is primarily onsite, with some flexibility to work from home based on business needs and supervisor approval. Occasional travel and schedule flexibility outside normal business hours may be required. The position reports to the President of the Ivy Tech Foundation. It may supervise a student intern, as applicable. The hiring range is $60,000–$70,000.

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, with 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 relative priority and organizational impact, redirect requests appropriately, adapt to changing priorities, and advance work independently with limited direction.
Strong relationship-management skills and ability to interact confidently and 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 artificial intelligence and emerging productivity technologies responsibly, with appropriate attention to judgment, confidentiality, accuracy, and College policy compliance.
Growth mindset and intellectual curiosity, including commitment to learning about the Foundation, College, philanthropy and fundraising, higher education, and the external environment affecting the organization and its stakeholders.
Ability to seek context, ask thoughtful questions, connect information across functions and stakeholders, and apply new knowledge to strengthen 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 people from 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

Strategically manage the Foundation President’s calendar, evaluate requests, resolve scheduling conflicts, recommend priorities, protect time for consequential work, and anticipate preparation needs and competing commitments.
Coordinate the President’s travel and external engagements to maximize strategic value and efficiency, including identifying opportunities to group stakeholder visits.
Prepare concise, executive-ready briefing materials for meetings and engagements, including relevant background, objectives, outcomes, institutional context, and talking points.
Track decisions, commitments, introductions, and follow-up from meetings, travel, and stakeholder interactions, coordinating with others to ensure completion.
Provide high-level administrative support, including confidential correspondence, expense reporting, travel planning, itineraries, and meeting preparation.
Provide additional administrative and coordination support to other Foundation leaders as organizational priorities require.
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, materials, governance matters, and meeting and event logistics.
Maintain a forward-looking board calendar and serve as recording secretary for the Foundation Board, designated standing committees, and other assigned committees or work groups.
Support compliance with Foundation bylaws and governance requirements; prepare and distribute notices, agendas, materials, minutes, resolutions, and related documentation.
Maintain board records and governance materials, including records in OnBoard, directories, meeting materials, minutes, resolutions, Articles of Incorporation, and Bylaws.
Support communications and engagement involving the State Board of Trustees and Foundation Board, anticipating preparation and follow-up needs.
Coordinate Cabinet, Extended Cabinet, Foundation leadership, and other executive meetings led by or involving the Foundation President.
Support agenda development by soliciting and synthesizing items, clarifying desired outcomes, identifying matters for executive input or decision, and coordinating presenters and materials.
Coordinate and facilitate virtual and in-person meetings and ensure participants have appropriate context, objectives, materials, and follow-up responsibilities.
Draft and prepare executive presentations, briefings, correspondence, reports, and talking points for internal and external audiences; synthesize information into clear, concise materials.
Support presentation development for the Foundation President and key Foundation meetings, and partner with the AVP of Strategic Communications as appropriate to align messaging and presentation.
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 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 assigned administrative transactions, while identifying 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 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