{"id":2749086,"url":"https://alion.io/job/ivy-tech-community-college-executive-operations-coordinator","title":"Executive Operations Coordinator","company":{"id":1797959,"name":"Ivy Tech Community College","domain":"ivytech.edu","url":"https://alion.io/company/ivytech","size_band":"5000+","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"B","score":76,"open_postings":138,"ghost_share":0,"stale_share":0.964,"repost_share":0,"time_to_fill_p50_days":40,"computed_at":"2026-10-29T05:49:05Z"}},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Indianapolis, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":36000,"max_usd":72000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":1815},"experience_years_min":5,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Canva","optional":false}],"status":"live","first_seen_at":"2026-10-16T23:27:59Z","employer_posted_date":"2026-10-16","last_verified_at":"2026-10-29T02:35:19Z","board_verified":true,"closed_at":null,"days_open":12,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":12},"description":"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.\nServing 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.\nThe 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.\nThis position is primarily onsite, with some flexibility to work from home based on business needs and with supervisor approval.\nMAJOR RESPONSIBILITIES\nExecutive Effectiveness and Strategic Support\nManage 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.\nExercise 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.\nMaintain 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.\nManage 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.\nProactively identify matters requiring the President’s attention and exercise judgment in determining what should be elevated, redirected, or resolved through other appropriate channels.\nCoordinate 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.\nPrepare 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.\nTrack 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.\nProvide high-level administrative support to the President, including confidential correspondence, expense reporting, detailed travel planning, itineraries, meeting preparation, and other executive support activities.\nProvides additional administrative and coordination support to other Foundation leaders, as needed, based on organizational priorities and business needs.\nFoundation Board Governance and Engagement\nServe 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.\nCoordinate 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.\nMaintain a forward-looking board calendar that anticipates recurring communications, decisions, reports, meeting materials, and other governance requirements well in advance.\nServe 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.\nSupport 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.\nMaintain 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.\nExecutive Meetings, Communications, and Preparation\nSupport the Foundation leadership with State Board of Trustees and Foundation Board communications and engagement, anticipating preparation and follow-up associated with Board interactions.\nCoordinate Cabinet, Extended Cabinet, Foundation leadership, and other executive meetings led by or involving the Foundation President.\nSupports 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.\nCoordinate 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.\nDraft 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.\nSupports 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.\nStrategic Office Operations and Special Projects\nSupport 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.\nCapture and communicate meeting decisions, action items, and follow-up responsibilities as appropriate. Maintain systems and records that support accountability, continuity, and institutional memory.\nCoordinate special projects on behalf of the Foundation President, gathering information across teams, organizing work, monitoring deadlines and deliverables, and identifying issues requiring executive attention.\nCoordinate 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.\nMaintain 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.\nAttend meetings, Foundation events, donor engagements, and other activities at the request of the Foundation President, including occasional responsibilities outside normal business hours.\nPerform 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.\nThis 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.\nSupervision Received: President, Ivy Tech Foundation\nSupervision Given: Student Intern (as applicable)\nHiring Range: $60,000-70,000\nEDUCATION AND EXPERIENCE\nAssociate 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.\nPrior experience directly supporting a senior executive in a complex, highly visible, or external-facing environment strongly preferred.\nExperience supporting fundraising, donor relations, board governance, executive communications, or complex stakeholder engagement preferred.\nKNOWLEDGE, SKILLS, AND ABILITIES\nExceptional 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.\nExceptional 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.\nStrong 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.\nDemonstrated ability to maintain strict confidentiality and exercise appropriate judgment when working with sensitive Foundation, College, personnel, donor, prospect, board, and executive information.\nAdvanced 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.\nDemonstrated 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.\nDemonstrated 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.\nAbility to seek context, ask thoughtful questions, connect information across functions and stakeholders, and apply new knowledge to strengthen executive and organizational effectiveness.\nWillingness and ability to occasionally travel on Foundation business and provide reasonable schedule flexibility for 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