Executive Assistant to CIO & Facilities Lead

Communities Foundation of Texas; Dallas (TX); On-site; USD 65,000 - 75,000; Full time

Job summary

Communities Foundation of Texas is seeking an Executive Assistant to the IT and Facilities team in Dallas. You will provide high-level administrative, financial, and project coordination support to the CIO and Director of Facilities, manage calendars, coordinate meetings, and handle purchasing and invoicing.

You will work closely with IT and Facilities leaders, staff, and vendors to keep priorities organized, records accurate, and commitments moving forward.

Qualifications

• Associate or bachelor's degree in business administration or a related field.
• 3+ years of 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

Responsibilities

• 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.
• 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.
• 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.

Skills

Executive support

Calendar management

Financial processing

Vendor coordination

Communication

Education

Associate or bachelor's degree in business administration or related field

Tools

Microsoft 365 (Excel, Outlook, Teams, SharePoint)

Jira/Asana/NetSuite familiarity

Job description

Communities Foundation of Texas is seeking an Executive Assistant to the IT and Facilities team in Dallas. You will provide high-level administrative, financial, and project coordination support to the CIO and Director of Facilities, manage calendars, coordinate meetings, and handle purchasing and invoicing.

You will work closely with IT and Facilities leaders, staff, and vendors to keep priorities organized, records accurate, and commitments moving forward.