Job Description

About Us

The Cleveland Foundation, established in 1914, is the world's first and one of the largest community foundations, with assets exceeding $3 billion. Our mission is to enhance the lives of all residents of Greater Cleveland, now and for generations to come, by working together with our donors to build community endowment, address needs through grantmaking, and provide leadership on key community issues.

As we continue to grow and evolve, we are dedicated to building strong relationships and trust across our community, working collaboratively to create innovative, impactful, and internationally recognized contributions to the field of philanthropy.

About You

You are a highly organized and detail-oriented professional with a passion for supporting executive leadership. Your exceptional communication skills enable you to act as a liaison between C-suite leaders and internal/external stakeholders, ensuring that information flows smoothly and efficiently. You thrive in fast-paced environments and are adept at managing complex schedules, coordinating high-level meetings, and handling inquiries with professionalism and discretion. Your ability to demonstrate strong customer service, adapt quickly to changing priorities, and manage multiple tasks simultaneously makes you an invaluable asset to any executive team.

In addition to your strong administrative skills, you possess a proactive and collaborative mindset. You are well experienced at project management, performing coordination activities on high-priority projects, detailed-oriented and ensuring that deadlines are met. You are highly proficient navigating technology and using various software tools, including Microsoft Office Suite and project management applications, to streamline workflows and enhance productivity. With a commitment to fostering a positive team culture, you are dedicated to contributing to the organization's overall goals and success.

Job Summary

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.

Key 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.

Competencies & Behavioral Expectations

• Judgment
• Communication
• Teamwork & Collaboration
• Adaptability
• Problem-Solving

Requirements

Required Qualifications

• 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.

Preferred Qualifications

• 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 BoardEffect 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.

Work 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

Job Tags

Similar Jobs