Executive Operations Coordinator

Ivy Tech Community College · Indianapolis · $60,000–$70,000 (stated in the posting)

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MAJOR RESPONSIBILITIES

Executive Effectiveness and Strategic Support

• Manage the Foundation President’s complex and dynamic calendar, aligning time with Foundation priorities, fundraising and campaign goals, donor and prospect engagement, board leadership, College priorities, and other high-value institutional needs.
• Exercise sound judgment in evaluating meeting requests, resolving scheduling conflicts, recommending priorities, protecting time for consequential work, and, with the President’s direction and trust, appropriately redirecting or declining requests.
• Maintain a forward-looking view of the President’s schedule, regularly assessing upcoming weeks and months to anticipate preparation needs, competing priorities, travel demands, stakeholder opportunities, and potential risks before they become urgent.
• Manage the President’s schedule with attention to both time and executive capacity, thoughtfully sequencing travel, donor engagement, board responsibilities, institutional commitments, and focused work to support sustained effectiveness.
• Proactively identify matters requiring the President’s attention and exercise judgment in determining what should be elevated, redirected, or resolved through other appropriate channels.
• Coordinate the President’s travel and external engagement to maximize strategic value and efficiency, identifying opportunities to cluster donor, prospect, campus, community, and stakeholder visits when appropriate.
• Prepare the President for key meetings and engagements by developing concise, executive-ready briefing materials that may include participant background, relationship history, meeting objectives, desired outcomes, fundraising or campaign context, relevant institutional information, and recommended talking points.
• Track decisions, commitments, introductions, and follow-up resulting from the President’s meetings, travel, and stakeholder interactions. Coordinate with appropriate individuals to ensure commitments are completed and maintain reliable systems for executive follow-through.
• Provide high-level administrative support to the President, including confidential correspondence, expense reporting, detailed travel planning, itineraries, meeting preparation, and other executive support activities.
• Provides additional administrative and coordination support to other Foundation leaders, as needed, based on organizational priorities and business needs.

Foundation Board Governance and Engagement

• Serve as a primary liaison between the Office of the Foundation President and the Foundation Board of Directors, providing a professional, responsive, welcoming, and highly discerning experience for board members and Foundation leadership.
• Coordinate the Foundation Board meeting cycle in partnership with the President and Board Chair, including agenda development, presentation and material coordination, identification of matters requiring board discussion, decision, or awareness, and meeting and event logistics.
• Maintain a forward-looking board calendar that anticipates recurring communications, decisions, reports, meeting materials, and other governance requirements well in advance.
• Serve as recording secretary for the Foundation Board of Directors, Board-designated standing committees, and other committees or work groups as assigned by the Foundation President.
• Support compliance with Foundation bylaws and applicable governance requirements, including the timely preparation and distribution of meeting notices, agendas, materials, minutes, resolutions, and other required documentation.
• Maintain accurate and current board records and governance materials, including the OnBoard system, board and committee directories, agendas, meeting materials, minutes, resolutions, Articles of Incorporation, Bylaws, and related records.

Executive Meetings, Communications, and Preparation

• Support the Foundation leadership with State Board of Trustees and Foundation Board communications and engagement, anticipating preparation and follow-up associated with Board interactions.
• Coordinate Cabinet, Extended Cabinet, Foundation leadership, and other executive meetings led by or involving the Foundation President.
• Supports agenda development for meetings chaired by the President by proactively soliciting and synthesizing agenda items, clarifying desired outcomes, identifying matters requiring executive input or decision, coordinating presenters and materials, and ensuring meetings are purposeful and action-oriented.
• Coordinate and facilitate virtual and in-person meetings on behalf of the Foundation. For priority engagements, ensure the President and other participants have the appropriate context, objectives, materials, and understanding of follow-up responsibilities.
• Draft and prepare executive-level presentations, briefings, correspondence, reports, talking points, and other materials for internal and external audiences, synthesizing information from multiple sources into clear, concise, executive-ready content.
• Supports the development and production of presentation materials for the Foundation President and key Foundation meetings, translating strategy, data, philanthropy, and stakeholder context into clear and compelling narratives. Partner with the AVP of Strategic Communications, as appropriate, to ensure messaging, narrative, visual presentation, and institutional positioning are aligned.

Strategic Office Operations and Special Projects

• Support the overall effectiveness of the Office of the Foundation President by managing access to the President, screening and prioritizing requests, calls, and visitors, and ensuring routine matters are handled efficiently through the appropriate channels.
• Capture and communicate meeting decisions, action items, and follow-up responsibilities as appropriate. Maintain systems and records that support accountability, continuity, and institutional memory.
• Coordinate special projects on behalf of the Foundation President, gathering information across teams, organizing work, monitoring deadlines and deliverables, and identifying issues requiring executive attention.
• Coordinate vendor payments and other administrative transactions assigned to the Office of the Foundation President while continually identifying opportunities to streamline, automate, or appropriately delegate routine work.
• Maintain broad awareness of Foundation priorities and significant donor, prospect, board, College, and stakeholder activity so scheduling, briefing, travel, and follow-through decisions are informed by appropriate organizational context.
• Attend meetings, Foundation events, donor engagements, and other activities at the request of the Foundation President, including occasional responsibilities outside normal business hours.
• Perform other executive support, coordination, and special project responsibilities as necessary to advance the effectiveness of the Foundation President and the priorities of the Ivy Tech Foundation.

This description is not intended to be an exhaustive list of all responsibilities. Other duties logically associated with the position may be assigned. All responsibilities will be performed in accordance with applicable College and Foundation policies, FERPA, regulatory requirements, and professional standards.

Supervision Received: President, Ivy Tech Foundation

Supervision Given: Student Intern (as applicable)

Hiring Range: $60,000-70,000

EDUCATION AND EXPERIENCE

• Associate degree or higher in a related field and at least five years of progressively responsible experience in executive support, executive operations, project coordination, development or fundraising support, or a related field required.
• Prior experience directly supporting a senior executive in a complex, highly visible, or external-facing environment strongly preferred.
• Experience supporting fundraising, donor relations, board governance, executive communications, or complex stakeholder engagement preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

• Exceptional organizational, written, verbal, and interpersonal communication skills, with demonstrated 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, appropriately redirect requests, adapt to frequently changing priorities, and independently advance work with limited direction.
• Strong relationship-management skills and the ability to interact confidently and professionally with senior leaders, board members, donors, prospects, community and corporate leaders, and other high-profile stakeholders.
• Demonstrated ability to maintain strict confidentiality and exercise appropriate judgment when working 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 required; experience with Canva or similar design tools beneficial.
• Demonstrated ability and willingness to responsibly use artificial intelligence and emerging productivity technologies to improve efficiency, synthesize information, streamline routine work, strengthen executive preparation, and maximize the effective use of time. Use of AI-enabled tools must reflect appropriate judgment, confidentiality, accuracy, and compliance with College policies.
• Demonstrated growth mindset and intellectual curiosity, including a commitment to continuously learning about the Foundation and College, philanthropy and fundraising practices, 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.
• Demonstrated ability to promote an inclusive environment that reflects the broad diversity and backgrounds represented by Ivy Tech students, employees, donors, partners, and communities and in which individuals feel respected and valued.

Ivy Tech is committed to supporting the well-being, growth, and financial security of our full-time faculty and staff. Our comprehensive benefits package includes:

Health & Wellness

• Multiple medical plan options paired with a Health Savings Account with a generous employer contribution

• Dental plan with no-cost preventive services and coverage for orthodontia

• Vision plan with low-cost exams and allowances for glasses or contact lenses

• Employee Assistance Program offering no-cost confidential counseling sessions, legal consultations, financial planning consultations, and other resources

• Wellness program with opportunities to earn $250 in Wellness Rewards

• Flexible Spending Accounts for healthcare (limited purpose) and dependent care

Retirement & Financial Security

• 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

Educational Benefits

• Fee remission for employees, spouses, and dependent children

• Tuition assistance for undergraduate, graduate, and doctoral programs

• Paid professional development opportunities

Work‑Life Balance

• 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)

Additional Perks

• Eligibility for Public Service Loan Forgiveness

• Additional discounts on gym memberships, transportation, and various retail services

Ivy Tech is proud to offer benefits that support your health, your family, and your future—because when our employees thrive, our students and communities thrive too. For more information on Ivy Tech Benefits, visit https://careers.ivytech.edu/benefits.

Note: Employees who re-hire with the College within 180 days of leaving a full-time position with the College may be eligible for additional benefits depending on their bridged seniority date.

Ivy Tech Community College is an accredited, equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, national origin, marital status, religion, sex, gender, sexual orientation, gender identity, disability, age or veteran status. As required by Title IX of the Education Amendments of 1972, Ivy Tech Community College does not discriminate on the basis of sex, including sexual harassment in its educational programs and activities, including employment and admissions. Questions specific to Title IX may be referred to the College’s Title IX Coordinator or to the US Department of Education Office of Civil Rights.

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