Department Coordinator

OVERVIEW OF THE COMPANY JOB DESCRIPTION We are seeking an experienced, highly organized, and proactive Department Coordinator to provide executive and operational support to the Chief Information Officer (CIO) and SVP, Enterprise Applications. In this role, you will be instrumental in managing day-to-day operations, coordinating complex schedules, facilitating executive engagements, and supporting strategic initiatives across the technology organization. The ideal candidate thrives in a fast-paced, dynamic environment, anticipates needs, exercises sound judgment, and manages competing priorities with professionalism and discretion. You are a resourceful problem solver, an effective communicator, and a collaborative team player who takes ownership of responsibilities and ensures seamless coordination across internal teams and external stakeholders. A SNAPSHOT OF YOUR RESPONSIBILITIES Manage complex, high-volume executive calendars, coordinating meetings, calls, and video conferences while proactively resolving scheduling conflicts and accommodating last-minute changes Serve as a key point of contact and communication liaison for the CIO and SVP, Enterprise Applications, facilitating timely and effective communication with internal teams, senior leadership, and external partners Coordinate executive-level meetings and engagements, including preparing agendas, presentations, reports, and supporting materials, tracking action items, and ensuring timely follow-up Oversee logistics for internal and external speaking engagements, working closely with stakeholders to coordinate schedules, event materials, travel arrangements, and execution Manage domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries while accounting for shifting schedules and time zones Support special projects and strategic initiatives, coordinating cross-functional activities, monitoring progress, and ensuring deliverables are completed accurately and on time Plan and execute department meetings, technology summits, networking events, and executive engagements, managing logistics, invitations, venues, catering, and follow-up activities Draft, review, and proofread executive correspondence, presentations, and other communications, ensuring accuracy, professionalism, and alignment with organizational priorities Handle confidential and sensitive information with the highest level of integrity, professionalism, and discretion Partner with teams across the organization to facilitate collaboration, streamline administrative processes, and support departmental priorities Anticipate executive and departmental needs, proactively identify potential challenges, and prioritize time-sensitive matters to maintain operational efficiency WHAT YOU WILL NEED Experience providing administrative and operational support to senior executives in a fast-paced, dynamic environment Demonstrated ability to manage complex executive calendars, coordinate meetings, and organize events with exceptional attention to detail Strong organizational, time management, and prioritization skills, with the ability to balance multiple competing demands and meet tight deadlines Experience coordinating cross-functional projects, tracking deliverables, and supporting strategic initiatives Excellent written and verbal communication skills, including strong proofreading abilities and experience preparing professional correspondence Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint Strong interpersonal skills and the ability to build effective working relationships with executives, colleagues, and external stakeholders Proactive, resourceful, and solutions-oriented approach, with the ability to work independently and anticipate needs Sound judgment, professionalism, and discretion when handling sensitive and confidential information Flexibility and adaptability to shifting priorities, evolving