Program Coordinator, Executive Operations

Department: Alumni Relations & Development
Salary/Grade: EXS/5

Target hiring range for this position will be between $51,500-$53,000 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Job Summary:

The Program Coordinator, Executive Operations Team provides high-level administrative, briefing, and coordination support for executive leadership. This role is responsible for preparing and maintaining accurate briefing materials, reports, and data shared with senior leaders, including the President and Vice President.

The position plays a key role in drafting event briefings; oversees tracking contact reports for interactions with high-level donors and prospects; tracks high-profile donor giving, including managing the monthly pledge reminder process for board of trustees members; and pulls fundraising reports. The role manages multiple concurrent priorities in a fast-moving environment and exercises sound judgment, discretion, and attention to detail in handling sensitive information.

Please note: This role is eligible for a hybrid work arrangement, up to two days remote and three onsite.

Specific Responsibilities:

Executive Briefings

• Prepares briefing materials, reports, and summaries for executive leadership.
• Ensures all data, figures, and supporting documentation included in briefings are accurate, complete, and validated prior to distribution.

Reporting, Data Management, & Quality Control

• Pulls fundraising reports for senior leaders and compares reports and system data to ensure alignment and correctness.
• Oversees the tracking of communication and interactions with high-level donors and prospects.
• Identifies potential errors, risks, or inconsistencies and escalates issues as appropriate.

Trustee Giving

• Assists with tracking high-profile donor giving by collaborating with Gift and Record Services and fundraising partners to resolve discrepancies and maintain data integrity.
• Manages the Board of Trustee pledge reminder process, including monitoring upcoming commitments, tracking payments, and coordinating outreach.
• Conducts process checks to ensure all top donor giving activity is recorded accurately and reflected correctly in our database and in giving reports.

Collaboration, Coordination & Project Support

• Coordinates multiple projects and timelines simultaneously, ensuring deadlines are met without sacrificing accuracy.
• Works across teams to gather information, track progress, and support briefing and reporting workflows.
• Supports process improvements related to reporting, tracking, and coordination.

Discretion & Judgment

• Handles sensitive donor, trustee, and executive information with discretion and professionalism.
• Exercises sound judgment in determining what information requires escalation, clarification, or additional validation.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• Bachelor's degree + 1 year program administration or similar experience; or 3 years program administration or similar experience.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Ability to manage multiple concurrent priorities and deadlines while maintaining a high level of accuracy.

• Ability to prepare, review, and validate written materials, reports, or data for leadership audiences.

• Ability to work with structured data (e.g., reports, spreadsheets, records) and identify inconsistencies or errors.

• Ability to communicate clearly and professionally in writing and verbally with internal stakeholders.

• Ability to exercise discretion and sound judgment when handling sensitive information.

Preferred Qualifications:

• Experience supporting senior leaders or executive operations.

• Experience working with fundraising, donor relations, advancement, or similar mission-driven environments.

• Experience coordinating pledge tracking, payment reminders, or financial reporting processes.

• Background in editorial work, project management, or roles requiring rigorous attention to detail.

• Experience collaborating with data, finance, or records teams to ensure accuracy and compliance.

Preferred Competencies: (Skills, knowledge, and abilities)

• Executive Briefing & Writing: Ability to prepare clear, accurate, and well-structured briefing materials tailored to senior leadership audiences.

• Data Accuracy & Quality Control: Ability to review, reconcile, and validate data across sources to ensure correctness before dissemination.

• Organization & Prioritization: Ability to manage multiple projects and timelines, anticipate workload peaks, and plan work accordingly.

• Technical & Learning Agility: Ability to effectively use databases, CRM systems, spreadsheets, and reporting tools, or demonstrated learning agility with new systems.

• Anticipatory Support & Judgment: Ability to recognize patterns, anticipate upcoming needs, and proactively prepare materials or information without being prompted.

• Cross-Team Coordination: Ability to coordinate work across teams, maintain communication loops, and ensure alignment on shared deliverables.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.