Program Coordinator & Executive Assistant

Program Coordinator & Executive Assistant at Tim's Big Heart Position Type: Part-Time / Salary (20 hours per week) Location: Must be based in Albuquerque, New Mexico (Remote + In-Person Required) Travel: Frequent Domestic & International Travel (Jamaica, Mexico, Grenada, and beyond) About the Role Tim’s Big Heart Foundation is seeking a highly organized, proactive, and mission-driven Program Coordinator & Executive Assistant to support the execution and growth of our programs and events locally and internationally while also providing strategic administrative support to leadership. This role is responsible for coordinating and implementing community-based programming, managing logistics, supporting partnerships, and ensuring high-quality execution across all initiatives. This role will play a key role in bringing our events and experiences to life while helping expand the foundation’s reach and impact. In addition, this role will provide high-level administrative and coordination support to the Executive Director and management of Tim’s professional engagements. This position includes regular responsibilities in Albuquerque and international travel alongside Tim, who has Down syndrome. This individual will work closely with the Executive Director and Tim's Big Heart team to ensure seamless coordination across programming, events, partnerships, and speaking engagements. This individual will be solely responsible for safely transporting Tim by car to and from all work-related commitments, including meetings, speaking engagements, brand appearances, podcast recordings, media appearances, and foundation events, ensuring he arrives on time and prepared for each engagement. Photography and content-capture skills are strongly preferred. This is a high-ownership role that sits at the intersection of programming, operations, and leadership support. The ideal candidate thrives in a dynamic environment, anticipates needs, is travel-ready, and is equally comfortable managing logistics, relationships, and execution. About Tim’s Big Heart Tim’s Big Heart Foundation empowers families and organizations to support individuals with disabilities, fostering dignity, inclusion, and collaboration. Inspired by Tim Harris, a Special Olympics athlete and entrepreneur with Down syndrome, the foundation operates with the belief that love is a superpower. With efforts spanning New Mexico, Latin America, and the Caribbean, the foundation connects and empowers changemakers and amplifies impactful, community-driven initiatives. In 2026, the foundation will launch Tim’s Book Tour across New Mexico, spreading kindness and inclusivity through “The Book of Hugs,” authored by Tim Harris. Core Responsibilities 1. Program Coordination & Implementation Coordinate and execute Tim’s Big Heart programs and events across New Mexico and international markets Support programming including: Monthly social events and parent groups in Albuquerque Monthly book readings in Albuquerque Tim’s Big Heart Life Skills Academy virtual workshops Execute international family and community engagement initiatives several times per year Manage timelines, logistics, volunteers, and execution from planning through completion Coordinate with local and international partners, schools, and community organizations Adapt programming for cultural relevance and accessibility across regions Collect feedback, stories, and data for impact reporting and communications Collaborate with Executive Director on marketing efforts for each event Support monthly newsletter creation related to events, impact reporting, and partner communication 2. Event Planning & Execution Own end-to-end planning and execution of U.S. based events Own end-to-end planning and execution of international events and program launches Manage venues, vendors, timelines, participant coordination, and communications Independently lead on-site event execution and facilitation Coordinate volunteers and support staff as needed Organize travel logistics for TBH team and volunteers (as needed) Ensure high-quality, organized, and mission-aligned event experiences Travel domestically and internationally with Tim as his primary travel companion for speaking engagements, brand events, media events, podcast opportunities & foundation events Pitch and manage pipeline of speaking engagement opportunities for Tim Conduct outreach and pitching to organizations, conferences, schools, and brand partners across the U.S. Track leads, outreach, and follow-ups in an organized system Coordinate all logistics for confirmed speaking engagements, including: Scheduling Organize all travel logistics for TBH team Event preparation for Tim and the team Support relationship management with partners and hosts Travel with Tim as his primary travel companion for speaking engagements 4. Executive Oversight & Calendar Coordination Manage and maintain Tim’s professional schedule, including speaking engagements, media opportunities, and foundation events Support coordination of the Executive Director’s schedule related to: Programs and events Organize travel logistics for TBH team Key meetings and partnerships Ensure alignment across calendars for seamless execution of priorities Coordinate scheduling logistics, confirmations, and preparation for meetings and engagements Prepare agendas, materials, and follow-ups for key meetings as needed Provide high-level administrative support to the Executive Director, including: Managing scheduling priorities and calendar flow Supporting inbox organization and follow-ups (as needed) Coordinating internal and external communications Assist with travel planning and logistics for the Executive Director Track action items and ensure follow-through on key priorities Support organization of documents, files, and internal systems Act as a central coordination point across leadership, partners, and programs 6. Travel & On-Site Support Fully own coordination of domestic and international travel for programs and events Assist with itineraries, logistics, and event preparation Manage on-the-ground support during events, including setup, coordination, and participant experience Represent Tim’s Big Heart Foundation with professionalism and warmth Travel domestically and internationally with Tim as his primary travel companion for speaking engagements, brand events, media events, podcast opportunities & foundation events 7. Marketing & Content Support Support the Executive Director in sourcing and developing brand partner leads for Tim and Tim’s Big Heart, including identifying key contacts, gathering outreach information, and maintaining organized lead lists Represent Tim’s Big Heart brand and travel with the Brand Manager and Tim for brand and media events Prepare presentation decks for events alongside Executive Director Capture photos and video content during events and travel Gather structured content as directed by the Brand Manager Support storytelling and documentation of programs Assist with newsletters, event promotion, marketing, and communications 8. Community & Relationship Building Build and maintain strong, ongoing relationships with participants, families, partners, and community organizations Serve as a consistent point of contact for partners and collaborators, ensuring clear and timely communication Conduct regular follow-ups with partners and key stakeholders to maintain engagement beyond individual events or activations Identify opportunities to deepen relationships through: repeat collaborations, introductions to additional partners, and expanded programming opportunities Track and maintain an organized database of partners, participants, and key contacts, including notes on interactions and relationship status Support participant and partner retention by ensuring a high-quality, personalized experience across all touchpoints Coordinate post-event follow-ups including: writing and sending thank you notes, collecting feedback, collecting impact thoughts, and sending personalized invitations to future programming Proactively engage with the community through networking events, local partnerships, and ongoing communication with families and participants Support the Executive Director in nurturing high-value relationships and identifying potential long-term partners or sponsors Identify and elevate stories, testimonials, and relationship moments that can be used for marketing, impact reporting, and future engagement Core Programs & Events Quarterly Speed Dating / Singles Mixer Monthly Social Events & Parent Groups Book Readings at local schools & hospitals Monthly Life Skills Academy Workshops Seasonal & Family Foundation Events (U.S. + International) International Program Launch Events Partnership & Community-Based Events Position Requirements Experience in program coordination, event planning, operations, or executive support Strong organizational and project management skills Excellent communication and relationship-building abilities Ability to manage multiple priorities simultaneously Comfort working in both operational and public-facing environments Ability and eagerness to travel domestically and internationally Experience with content capture (photo/video) preferred Highly organized, proactive, and detail-oriented Comfortable traveling with and supporting Tim both domestically and internationally Must have a valid driver’s license and vehicle Work Structure Part-time role (20 hours per week) Remote-based with required in-person work in Albuquerque Frequent travel required (U.S. and international) Independent, fast-paced, and deadline-driven environment How to Apply Please apply via LinkedIn and include a cover letter when uploading your resume outlining your relevant experience and why you’re interested in this role. Applications without a cover letter will not be considered. #J-18808-Ljbffr Tim's Big Heart Foundation