Executive Operations Coordinator

Reporting directly to the President of the Ivy Tech Foundation, the Executive Operations Coordinator serves as a trusted partner and central point of coordination for the Office of the Foundation President. The position enhances the President’s effectiveness by strategically managing time, priorities, information, relationships, and follow-through in a complex, highly visible, and external-facing environment.
The Executive Operations Coordinator manages the President’s calendar as a strategic resource, ensuring time and attention are aligned with the Foundation’s highest priorities, including fundraising and campaign activity, donor and prospect engagement, board leadership, College priorities, and external relationships. The position exercises significant judgment in evaluating requests, anticipating needs, identifying competing priorities, preparing the President for key engagements, and ensuring commitments and decisions move forward.
Serving as an extension of the Office of the Foundation President, the Executive Operations Coordinator is a key liaison to the Foundation Board of Directors, College leadership, campuses, donors and prospects, State Trustees, community and corporate leaders, and other important stakeholders. The position requires exceptional discretion, judgment, responsiveness, and professionalism, as well as the ability to understand organizational context and translate it into effective executive support.
The Executive Operations Coordinator also supports executive meeting and board coordination, prepares briefings and presentations, assists with executive communications, coordinates travel and stakeholder engagement, tracks commitments and decisions, and supports special projects on behalf of the President.
This position is primarily onsite, with some flexibility to work from home based on business needs and with supervisor approval.
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 exp