Special Assistant, Information Technology

Ford Foundation; New York (NY); Hybrid; USD 93,000 - 113,000; Full time

Benefits offered by this job

Hybrid work model

Medical, dental, and vision benefits

Generous time off

Retirement benefits

Parental leave

Diversity and inclusion

Job summary

The Ford Foundation seeks a meticulous Special Assistant to support the Project Management Office and the Chief Information and Technology Officer. In a hybrid New York setting, you will manage complex calendars, coordinate travel, and streamline IT/KIM operations, partnering with senior leadership and cross-functional teams to advance priorities.

You will handle procurement, budgeting, and data-ready materials for strategic planning, leveraging tools like Workday and Monday.com to keep

Qualifications

• 4+ years of work experience supporting high-level executives in a complex environment.
• Bachelor's degree in a related field or equivalent experience.
• Proficient knowledge of Google Suite, Microsoft Office, and document management systems like Google Drive.
• Experience with Workday Financials and Monday.com.

Responsibilities

• Support the PMO, IT/KIM, and CITO with calendar management, meetings, and travel planning.
• Coordinate domestic and international travel logistics and expense reporting.
• Prepare data presentations, spreadsheets, and materials for strategic planning and executive decision-making.
• Manage contracts, invoices, and procurement through electronic systems, ensuring policy compliance.

Skills

Executive support

Time management

Communication

Cross-functional collaboration

Education

Bachelor's degree or equivalent experience

Tools

Google Suite

Microsoft Office

Google Drive

Workday Financials

Monday.com

Job description

Please submit both a resume and a cover letter to be considered.ABOUT THE OPPORTUNITYThe Information Technology team is seeking a Special Assistant (SA), to support the Project Management Office (PMO), Office of the Chief Information and Technology, and Chief Information and Technology Officer (CITO). In this role, the SA will facilitate the daily planning, operational processes, scheduling and procurement activities to keep key technology work moving forward effectively. They will serve as a strategic liaison and guide across the Foundation, interacting closely with the CITO, senior Information Technology (IT) and Knowledge and Information Management (KIM) leadership, internal stakeholders, and cross-functional partners. The SA reports to the Director, Project Management Office and AV Services.This opportunity offers the chance to actively prioritize and drive departmental priorities within a global organization, making it ideal for a highly organized, self-managing, and experienced project manager who excels at multi-tasking, complex calendar management, and cross-team planning in a hybrid environment.HOW YOU WILL CONTRIBUTEOperations and Project ManagementPartner with the Project Management Office (PMO) to optimize the team’s project management portfolio in Monday.com, proactively tracking project milestones and ensuring key updates are visible to leadership.Maintain and enhance workflow processes across IT/KIM teams and identify opportunities to improve efficiency within contract and procurement processes.Serve as a liaison on behalf of the CITO and IT/KIM leadership with internal stakeholders, cross-functional partners, and external contacts, independently coordinating activities and resolving routine matters as appropriate.Provide additional operational capacity across IT/KIM by managing high-volume administrative and operational activities that support departmental priorities.Administrative SupportManage the daily operations and administrative support for the Chief Information and Technology Officer (CITO) and the Office of the CITO, including complex calendar management, meeting preparation, and prioritizing daily scheduling.Coordinate all domestic and international travel logistics, including itinerary planning, visa arrangements, and processing expense reports.Plan and execute logistics for IT team meetings, retreats, and working sessions, including agenda curation, pre-work distribution, meeting support, and decision-point follow-up. Manage financial and procurement processes by processing contracts, invoices, and requisitions through electronic systems (Workday Financials), tracking approvals, and ensuring policy compliance.Monitor departmental cost centers by pre-populating monthly variance reports, tracking budget over/under, and escalating financial items to appropriate managers.Maintain and streamline office workflow processes, manage correspondence records, and oversee procurement of unit supplies and equipment.Prepare data presentations, spreadsheets, charts, and materials needed for strategic departmental planning and executive decision-making.WHAT YOU WILL NEED 4+ years of work experience supporting high-level executives within a complex environment.Bachelor's degree in a related field or relevant and equivalent experience.Proficient knowledge and demonstrated experience with Google Suite, Microsoft Office, and document management systems like Google Drive.Demonstrated experience navigating financial and procurement management systems (e.g., Workday Financials, Monday.com).Excellent oral and written communication skills with strong attention to detail and accuracy.Proven ability to self-manage, prioritize multiple deadlines across teams, problem-solve issues proactively and confidently represents the unit in any given environment.Demonstrated ability to build effective, collaborative working relationships across a hybrid global organizational setting.HELPFUL BUT NOT REQUIREDExperience working within non-profit organizations (NGOs) and/or philanthropy.Experience supporting a technology-focused and innovative team.Background or experience in change management and organizational transition.International work experience.PHYSICAL DEMANDS: This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with internal staff, access files and office machinery.The Ford Foundation is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its programs, and operations. As part of this commitment, the Foundation will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application process, please contact, [e-mail]: The Ford Foundation is committed to salary transparency. The salary for this position is $103,000. We review global compensation regularly to ensure market competitiveness and equity. The hiring range for this position has been carefully crafted to align with the market.LOCATION: This position is based in the foundation’s New York office. We operate in a hybrid model and require staff to be in the office three days per week.WORK AUTHORIZATION: This position is not eligible for employment visa sponsorship now or in the future. All candidates must be legally authorized to work in the United States.EMPLOYMENT TYPE: Permanent#LI-HybridWORKING AT FORDCommitment to creating a culture where everyone feels respectedA hybrid working model and flexible work arrangement policies offer colleagues the opportunity to engage in meaningful ways and the space to maintain a healthy work-life balanceProfessional development and ample opportunities to build your expertise and expand your networkComprehensive benefits package designed for your well-being and work-life needs, including medical, dental, and vision benefits effective on your first dayGenerous time off, including personal, vacation, sick, extended holiday time off, and wellness daysGenerous parental leave policy, including birth, surrogacy, adoptive, foster parents, and resources for backup child and elder care that support our colleagues’ ability to attend to family responsibilitiesComprehensive retirement benefits options (with employee and employer contributions of up to 13%), allowing you to invest in your financial future with confidenceEqual employment opportunity and having a diverse staff are fundamental principles at The Ford Foundation, where employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation/affectional preference, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law. The Ford Foundation does not discriminate against formerly incarcerated individuals.