vCIO Operations Coordinator

Position Overview

The vCIO Operations Coordinator serves as the operational engine behind GXA’s vCIO

function, ensuring that client strategies, decisions, and commitments are executed with

urgency, discipline, and consistency. This role acts as an extension of the vCIO,

coordinating cross-functional initiatives, managing follow-ups, capturing and organizing

client requirements, and ensuring that meetings and deliverables run seamlessly. The vCIO

Operations Coordinator provides essential operational leadership, enforces accountability

across teams, and translates strategic initiatives into measurable outcomes for clients.

Core Traits & Personality

• Highly Organized: Manages multiple clients, deliverables, and workflows with

structure and precision.

• Operationally Assertive: Drives accountability and ensures follow-through across

teams.

• Clear, Confident Communicator: Represents the vCIO in meetings and

communicates expectations clearly.

• Detail-Driven: Tracks commitments, maintains documentation, and ensures

nothing falls through the cracks.

• Professional & Client-Focused: Demonstrates maturity, sound judgment, and

polished communication with executives and clients.

• Calm Under Pressure: Maintains composure while managing competing priorities

and deadlines.

• Ownership-Oriented: Takes initiative, escalates proactively, and treats client

outcomes as personal responsibility.

Key Demonstrations

• Proactive Execution: Captures action items, drives follow-up, and advances work

without reminders.

• Meeting Leadership: Leads meetings in the vCIO’s absence, documenting and

tracking outcomes.

• Urgency & Accountability: Mirrors the vCIO’s sense of urgency, ensuring

commitments remain on schedule.• Process Discipline: Maintains structured workflows, documentation, agendas, and

meeting cadences.

• Executive-Level Communication: Crafts concise, polished communications aligned

with the vCIO’s voice.

• Cross-Functional Coordination: Collaborates effectively with Centralized Services,

Reactive Services, Projects, Engineering, and Leadership.

• Anticipation: Identifies risks, gaps, or delays before they become issues and

escalates quickly.

Responsibilities

1. Meeting Support & Leadership

2. Prepare agendas, pre-read materials, and supporting documents for vCIO and client

meetings.

3. Attend meetings to capture decisions, risks, and action items; lead meetings when

the vCIO is unavailable.

4. Distribute clear, accurate notes and follow-up items immediately after each

meeting.

5. Action Item Tracking & Cross-Functional Coordination

6. Maintain a structured system for tracking commitments, owners, and due dates.

7. Follow up with internal teams to ensure tasks progress toward completion.

8. Escalate delays, risks, or blockers proactively.

9. Client Deliverables & Documentation

10.Coordinate vCIO deliverables, including IT roadmaps, QBR/SBR packages, budgets,

risk registers, and strategic documents.

11.Maintain organized client documentation repositories and ensure artifacts remain

updated.

12.Assist in preparing executive-ready materials and summaries.

13.Operational Management

14.Manage the vCIO’s calendar, priorities, and prep workflows.

15.Coordinate internal cadences and ensure recurring activities stay on schedule.

16. Support light project coordination where the vCIO is a stakeholder or sponsor.

17.Communication & Representation

18.Draft and send professional communication on behalf of the vCIO.

19. Serve as a point of contact for clients and internal teams needing clarification or

updates.

20.Represent the vCIO with confidence, clarity, and professionalism.Key Results and Accountabilities

• Meetings (with or without the vCIO present) run smoothly and produce clear

outcomes.

• All decisions, tasks, and action items are captured, documented, and consistently

tracked to completion.

• Cross-functional teams experience timely follow-up and accountability driven by

this role.

• vCIO deliverables are prepared accurately, on time, and with minimal rework.

• Client experience improves through responsiveness, clarity, and consistency.

• vCIO workload is optimized, enabling the vCIO to operate at a strategic level.

• Documentation is always up to date, organized, and accessible.

Qualifications

• Experience in operations, executive support, project coordination, or client-facing

administrative roles.

• Strong organizational skills with demonstrated ability to manage multiple priorities

and deadlines.

• Excellent written and verbal communication skills; able to interact confidently with

executives and clients.

• Demonstrated ability to drive accountability and follow-through across teams.

• Proficiency with productivity and documentation tools (Microsoft 365, Teams,

Planner, SharePoint, etc.).

• Experience supporting technical or IT environments preferred but not required.

• High emotional intelligence, discretion, and professionalism.