Special Assistant, Information Technology

The Ford Foundation; New York (NY); Hybrid; USD 88,000 - 118,000; Full time

Benefits offered by this job

Hybrid work model

Medical, dental, vision benefits

Generous time off and parental leave

Job summary

The Ford Foundation in New York is seeking a Special Assistant to support the PMO, the Office of the CIO, and senior IT leadership in a hybrid environment. You will coordinate calendars, travel, procurement, and contracting, while ensuring timely communication and efficient administrative operations across IT/KIM.

You will also prepare data materials for strategic planning and maintain workflow processes to improve efficiency across departments.

Qualifications

• 4+ years of work experience supporting high-level executives within 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.
• 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.

Responsibilities

• Partner with the PMO to optimize the project management portfolio in Monday.com, tracking milestones and keeping updates visible to leadership.
• Maintain and enhance workflow processes across IT/KIM teams, improving efficiency in contracting and procurement processes.
• Serve as a liaison for the CITO and IT/KIM leadership with internal stakeholders and cross-functional partners, coordinating activities.
• Manage daily operations and administrative support for the CITO, including complex calendar management, meeting prep, and scheduling.
• Coordinate domestic and international travel logistics, visa arrangements, and processing expense reports.
• Handle contracts, invoices, and requisitions through Workday Financials, tracking approvals and ensuring policy compliance.
• Prepare data presentations, spreadsheets, charts, and materials for strategic planning and executive decision-making.

Skills

Executive support

Communication

Time management

Cross-functional collaboration

Education

Bachelor's degree or equivalent experience

Tools

Google Suite

Microsoft Office

Google Drive

Workday Financials

Monday.com

Job description

Special Assistant, Information Technology

ABOUT THE OPPORTUNITY

The 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 CONTRIBUTE

Operations and Project Management

Partner 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.

Administrative Support

Manage 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 centres 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 REQUIRED

• Experience 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.

SALARY

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-Hybrid

WORKING AT FORD

Commitment to creating a culture where everyone feels respected. A 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 balance. Professional development and ample opportunities to build your expertise and expand your network. Comprehensive benefits package designed for your well-being and work-life needs, including medical, dental, and vision benefits effective on your first day. Generous time off, including personal, vacation, sick, extended holiday time off, and wellness days. Generous 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 responsibilities. Comprehensive retirement benefits options (with employee and employer contributions of up to 13%), allowing you to invest in your financial future with confidence.

Equal 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.

The Ford Foundation is an independent, nonprofit grant-making organization. For more than 80 years it has worked with visionary people on the front-lines of social change worldwide, guided by its mission to strengthen democratic values, reduce poverty and injustice, promote international cooperation, and advance human achievement. With headquarters in New York, the foundation has ten regional offices in Latin America, Africa, the Middle East, and Asia.