Business Coordination Specialist, Office of the CIO

Business Coordination Specialist, Office of the CIO

The Business Coordination Specialist, Office of the CIO provides operational, organizational, and coordination support for the Office of the CIO. This role serves as the operational lead for the Office of the CIO, ensuring effective management of executive priorities, leadership team operations, communications, governance activities, strategic initiatives, and organizational planning.

The position is responsible for coordinating and enabling the day-to-day operations of the Office of the CIO, ensuring effective execution of strategic priorities while facilitating collaboration across Engineering & Information Technology, business stakeholders, executive leadership, and external partners.

Working closely with E&IT leadership and key stakeholders across ICANN, this specialist helps to ensure organizational priorities are effectively coordinated, tracked, communicated, and executed.

Key Responsibilities and Duties

Office of the CIO Operations

• Responsible for the day-to-day administrative and operational activities of the Office of the CIO.
• Coordinate leadership team operating rhythms, including staff meetings, leadership reviews, planning sessions, and organizational forums.
• Maintain visibility into organizational priorities, key initiatives, deadlines, and executive commitments.
• Track and drive follow-through on action items, decisions, deliverables, and leadership commitments on behalf of the CIO and E&IT leadership team.
• Coordinate and drive execution support for annual planning, budgeting, organizational reviews, and strategic initiatives.
• Serve as a central point of coordination for activities requiring CIO review, approval, or awareness.

Senior Leadership Support

• Provide comprehensive administrative support to the CIO.
• Manage a complex executive calendar, balancing competing priorities and ensuring effective use of executive time.
• Coordinate domestic and international travel arrangements, itineraries, accommodations, meeting logistics, and expense reporting.
• Prepare and organize briefing materials, presentations, agendas, and supporting documentation for meetings and executive engagements.
• Anticipate administrative and operational needs while proactively identifying and resolving scheduling and coordination challenges.
• Ensure timely follow-up on executive commitments and organizational priorities.

Leadership Team Coordination

• Facilitate the operational effectiveness of the E&IT leadership team through coordination, planning, communication, and follow-up.
• Coordinate leadership meetings, agendas, materials, action tracking, and meeting follow-up activities.
• Facilitate communication and coordination among E&IT leaders and cross-functional stakeholders.
• Coordinate leadership operating rhythms, planning cycles, organizational milestones, and governance activities.
• Support onboarding and transition activities for leadership team members as needed.

Communications and Stakeholder Management

• Serve as a primary point of contact for the Office of the CIO.
• Coordinate communications between E&IT leadership, business stakeholders, executive leadership, Board support functions, and external partners.
• Draft, edit, and prepare communications, presentations, reports, and briefing materials.
• Ensure requests and inquiries directed to the CIO are appropriately routed, tracked, and addressed.
• Maintain professionalism, confidentiality, and discretion in all communications and interactions.

Governance, Planning, and Reporting Support

• Coordinate governance activities, leadership reviews, operational reviews, and planning processes across the E&IT organization.
• Support preparation of reports, presentations, dashboards, organizational updates, and leadership communications.
• Maintain visibility into strategic initiatives, departmental goals, key performance indicators, operational commitments, and executive action items.
• Assist with preparation and coordination of materials for executive leadership meetings, Board-related activities, and organizational reviews.
• Ensure meeting outcomes, decisions, and action items are appropriately documented and communicated.

Budget, Procurement, and Administrative Management

• Support budget administration, invoice processing, purchase requests, vendor coordination, and expense management activities for the E&IT organization.
• Track budget-related approvals, contracts, subscriptions, and administrative commitments.
• Coordinate procurement activities and administrative workflows supporting E&IT operations.
• Maintain records, documentation, and administrative processes in accordance with organizational policies and procedures.

Organizational Operations and Special Projects

• Support department-wide meetings, town halls, offsites, leadership events, and organizational engagement activities.
• Coordinate logistics for virtual, hybrid, and in-person meetings and events.
• Lead coordination of special projects, operational initiatives, and organizational improvement efforts as assigned.
• Identify opportunities to improve operational efficiency, communication, coordination, and administrative processes.
• Support organizational change initiatives and leadership priorities as required.

Information Management and Administrative Excellence

• Maintain organized records, correspondence, presentations, and documentation for the Office of the CIO.
• Ensure sensitive and confidential information is handled with the highest degree of discretion and professionalism.
• Develop and maintain systems that improve organization, tracking, and visibility of executive and organizational activities.
• Promote consistency, accuracy, and quality across administrative and operational processes.
• Leverage technology and automation tools to improve productivity and efficiency within the Office of the CIO.
• Perform other duties as assigned.

Required Knowledge, Skills, and Abilities

• Demonstrated experience supporting executive leaders and leadership teams through operational coordination, planning, governance, and organizational execution activities.
• Exceptional organizational, planning, prioritization, and time-management skills.
• Strong executive coordination, planning, calendar management, and organizational operations capabilities.
• Experience coordinating leadership team activities, executive meetings, and organizational operations.
• Excellent written and verbal communication skills.
• Ability to prepare professional correspondence, presentations, reports, and executive-level materials.
• Strong attention to detail and commitment to accuracy and quality.
• Ability to manage multiple priorities and deadlines with minimal supervision.
• Sound judgment and the ability to handle highly sensitive and confidential information.
• Proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and related collaboration tools.
• Strong interpersonal skills and the ability to build productive relationships across all levels of the organization.
• Demonstrated ability to anticipate needs, solve problems, and proactively support executive and organizational priorities.

Education and Experience Requirements

• Associate's degree or Bachelor's degree in Business Administration, Communications, Management, or a related field preferred.
• Minimum five (5) years of progressively responsible experience in executive operations, business operations, program coordination, organizational effectiveness, executive support, or related functions with a bachelor's degree, or minimum 7 years of related experience in lieu of a degree.
• Minimum three (3) years of experience partnering with senior executives at the Vice President, CIO, CTO, or equivalent leadership level.
• Experience coordinating leadership team operations, planning activities, governance processes, or executive programs preferred.
• Experience supporting global organizations and distributed teams preferred.

Preferred Qualifications

• Experience supporting technology, engineering, or corporate leadership organizations.
• Experience coordinating executive leadership meetings, governance activities, and organizational planning processes.
• Experience with budget administration, procurement coordination, and operational reporting.
• Program coordination, business operations, organizational planning, or governance support experience.
• Advanced proficiency with Microsoft 365 collaboration and productivity platforms.
• Experience supporting international meetings, travel coordination, and executive events.

Success Measures

• Effective management of the Office of the CIO and executive priorities.
• Timely and accurate coordination of leadership meetings, communications, and operational activities.
• Successful tracking and follow-through of organizational commitments, action items, and strategic initiatives.
• Quality, accuracy, and professionalism of executive communications, presentations, and reports.
• Responsiveness to leadership, stakeholder, and organizational needs.
• Operational efficiency and effectiveness of administrative processes supporting E&IT.