IT Executive Coordinator

Cleveland Foundation Inc•Cleveland, OH

just now•Onsite

About The Position

The Executive Coordinator provides advanced executive-level administrative and project support to the Chief Technology & Information Officer, ensuring efficient operations and effective communication within the organization. This role contributes to the technology department's overall goals by managing complex schedules, coordinating high-level meetings, and facilitating cross-team collaboration, thereby enhancing efficiency, communication, and decision-making. In this role, you will also support IT-specific workflows, including project tracking, ticket management, and digital governance platforms.

Requirements

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.

Nice To Haves

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.

Responsibilities

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.