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

3. Speaking Engagement Pipeline & Coordination

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

5. Executive Assistant Support

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 relationships with participants, families, and partners alongside Executive Director
Support participant communication, including outreach, follow-ups, and resource coordination
Attend networking events locally (often with Tim and Executive Director) to expand awareness of Tim’s Big Heart

Core Programs & Events

The Program Coordinator will support and execute:

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.

Tim's Big Heart Foundation

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Program Coordinator & Executive Assistant