Business Coordination Specialist, Office of the CIO

Job Summary

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