Executive Assistant - Technology

About Communities Foundation of Texas  

The mission of Communities Foundation of Texas (CFT) is to improve the lives of all people in our community by investing in their health, wealth, living, and learning. With a vision of building thriving communities for all, CFT works locally and across the state with many individuals, families, companies, foundations, and nonprofits through a variety of charitable funds and strategic grantmaking initiatives. CFT professionally manages more than 1,300 charitable funds and has awarded more than $3 billion in grants since its founding in 1953.     
    
Communities Foundation is committed to serving and understanding donor needs, expertly handling complex gifts, wisely managing charitable funds, and leveraging its community knowledge to increase charitable impact, in addition to powering several initiatives including the W. W. Caruth, Jr. Fund at CFT, CFT’s Center for Business Impact, Educate Texas at CFT, GiveWisely, and CFT’s North Texas Giving Day. CFT’s North Texas Giving Day raised $78 million in 2025 to help over 3,500 North Texas nonprofits. Learn more at CFTexas.org.  

Your role

As the Executive Assistant for the IT and Facilities team you will provide high-level administrative, financial, and project coordination support to the CIO and Director of Facilities by managing scheduling, communications, purchasing and financial documentation, expense tracking, invoice processing, and coordination with Accounting.

Working closely with IT and Facilities leaders, staff, and vendors, the Executive Assistant helps ensure priorities stay organized, financial records are accurate, and commitments move forward. The role also coordinates projects and activities supporting the CIO’s priorities across Technology Operations, Data & AI, and Digital Solutions. Success in this position requires strong organization, attention to detail, discretion, sound judgment, and consistent follow-through.

What you’ll, do

Executive and Administrative Support

• Provide day-to-day administrative support to the CIO & Director of Facilities and coordinate administrative needs across IT and Facilities.
• Manage the leader’s calendar and coordinate meetings, appointments, and scheduling priorities with internal and external stakeholders.
• Prepare meeting agendas and materials, document decisions, and follow up on action items and commitments.
• Draft and organize correspondence, presentations, reports, and departmental communications for leadership review.
• Coordinate travel arrangements, expense reports, and meeting logistics as needed.
• Maintain organized departmental files, vendor contacts, contracts, and administrative records.
• Coordinate with Facilities leadership on purchasing, vendor documentation, service scheduling, and related administrative follow-up.
• Handle confidential organizational, personnel, vendor, and financial information with sound judgment and discretion.

IT and Facilities Financial Administration

• Receive, review, code, and submit IT and Facilities invoices for approval and payment in accordance with CFT procedures.
• Verify invoice details against contracts, purchase orders, and supporting documentation; coordinate confirmation of goods or services received. 
• Apply appropriate general ledger, department, and project codes in consultation with Accounting.
• Track invoices, expenses, and contractual commitments against approved IT, Facilities, and project budgets; flag discrepancies for leadership review.
• Research billing discrepancies and coordinate resolution with vendors, IT and Facilities leaders, and Accounting.
• Maintain organized financial records, approval documentation, and supporting materials for reconciliation, reporting, and audits. 
• Coordinate purchasing documentation, expense reconciliation, and month-end or year-end information requested by Accounting for both IT and Facilities.
• Maintain a calendar of IT and Facilities contract renewals, subscriptions, service agreements, and related notice deadlines for timely leadership review.

Project Coordination for the CIO

• Maintain a consolidated view of CIO-designated projects across Technology Operations, Data & AI, and Digital Solutions, including milestones, owners, dependencies, and target dates.
• Coordinate project check-ins, gather updates from team leaders, and maintain current schedules, meeting notes, and action logs using established team tools.
• Follow up with team leaders, business stakeholders, and vendors on commitments; flag overdue items, scheduling conflicts, and dependencies to the CIO.
• Prepare concise project status summaries for the CIO highlighting progress, risks, upcoming milestones, and decisions needed.
• Coordinate stakeholder reviews, testing and training schedules, rollout communications, and project handoffs as directed by the CIO and project leads.
• Perform other related administrative and coordination duties as assigned.

What success looks like in this role

• Leaders stay focused on their highest priorities because calendars, meetings, communications, materials, and follow-up are organized, anticipated, and handled reliably. 
• IT and Facilities financial activities are accurate and well organized, with invoices, expenses, purchasing documentation, contracts, and supporting records processed and tracked consistently and discrepancies surfaced promptly. 
• Projects and commitments stay visible and on track through current project plans, clear action items, proactive follow-up, and timely escalation of risks, dependencies, and overdue items. 
• IT and Facilities operate as well-coordinated partners with Accounting, internal stakeholders, and vendors through clear communication, responsiveness, discretion, and dependable follow-through.

Experience you bring

• Associate or bachelor's degree in business administration or a related field, or an equivalent combination of education and relevant experience.
• 3 or more years of experience in executive, administrative, project coordination, or departmental operations support, preferably supporting senior leaders.
• Experience with financial and administrative processes, including invoice processing, expense tracking, purchasing documentation, and recordkeeping.
• Strong organizational skills with the ability to manage competing priorities, anticipate needs, and consistently follow through on commitments.
• Strong attention to detail and accuracy, particularly when handling financial information and project documentation.
• Experience in a nonprofit organization is preferred. 
• Experience supporting IT or Facilities operations and coordinating projects is preferred.
• Clear and professional communication skills, with the ability to collaborate effectively with leaders, staff, vendors, and cross-functional partners.
• Proficiency with Microsoft 365, particularly Excel, Outlook, Teams, and SharePoint; familiarity with project tracking or accounting systems such as Jira, Asana, or NetSuite is a plus.
• Sound judgment and discretion when handling confidential information; experience supporting IT, Facilities, or a nonprofit organization is preferred
• Effectively model and demonstrate CFT’s core competencies which include Collaboration, Impact and Problem Solving, Integrity and Accountability, Learning, and Internal and External Service

Disclaimer: The above sections contain representative examples of job duties that might be performed by employees assigned to this classification. CFT is a dynamic organization, and the environment can be fluid. Roles and responsibilities may be altered to accommodate changing conditions and objectives as well as to tap into the skills and experience of its employees. Accordingly, employees may be asked to perform duties that are outside the specific work that is listed. This is not an exhaustive list of all responsibilities, duties and/or skills required of all employees within this class.

Accommodations: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position