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.

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