Administrative Services Coordinator

The Administrative Services Coordinator serves as a trusted partner to the Chief Executive Officer, Chief Development Officer, and Senior Leadership Team by providing high-level administrative, operational, and project support that advances IndyHumane’s mission.

This position requires exceptional organizational skills, sound judgment, professionalism, discretion, and the ability to manage multiple priorities while maintaining the highest level of confidentiality.

The Administrative Services Coordinator plays a key role in supporting executive operations, Board governance, fundraising activities, donor communications, executive correspondence, strategic initiatives, and organizational projects.

This individual is a proactive self-starter who anticipates organizational and executive needs, works independently, and collaborates across departments to ensure projects, meetings, communications, and leadership priorities move forward efficiently.

________________________________________

Essential Job Functions

Executive & Administrative Support

• Provide comprehensive administrative support to the Chief Executive Officer, Chief Development Officer, and Senior Leadership Team

• Manage complex executive calendars, appointments, meetings, travel arrangements, and scheduling while effectively prioritizing competing demands

• Coordinate and prepare materials for executive meetings, leadership meetings, organizational meetings, and Board of Directors meetings

• Record, prepare, distribute, and maintain official meeting minutes and organizational records

• Maintain current Board rosters, committee lists, executive contact information, leadership records, and organizational documents

• Draft, edit, proofread, format, and coordinate executive correspondence, presentations, reports, speeches, talking points, meeting materials, and other senior-level communications

• Prepare briefing materials, agendas, background information, and supporting documentation for executive meetings and activities

• Monitor executive action items, assignments, deadlines, and follow-up responsibilities

• Maintain executive files, records, documents, and correspondence with accuracy, professionalism, and discretion

• Screen and prioritize requests, communications, and scheduling needs on behalf of executive leadership

• Anticipate leadership needs and proactively gather information, prepare materials, and identify potential scheduling or operational concerns

Board Governance

• Coordinate Board of Directors and committee meeting logistics, notices, calendars, agendas, supporting documents, meeting packets, attendance records, and follow-up communications

• Serve as an administrative liaison to the Board of Directors, Board committees, and Executive Leadership Team

• Support communication between executive leadership, Board members, committee members, and organizational staff

• Prepare, distribute, and maintain Board and committee meeting materials

• Record and maintain accurate Board and committee meeting minutes

• Maintain Board rosters, committee assignments, terms, contact information, governance calendars, and meeting schedules

• Assist with maintaining Board governance documents, bylaws, policies, resolutions, historical records, and other official documents

• Monitor Board and committee action items and assist with follow-up as directed

• Support Board orientation, onboarding, retreats, meetings, and other governance activities

• Maintain confidentiality regarding Board discussions, executive matters, personnel matters, donor information, financial information, and organizational strategy

Fundraising & Donor Support

• Manage the Chief Development Officer’s donor meeting pipeline, including scheduling, confirmations, briefing materials, follow-up tasks, and next-step tracking

• Coordinate donor meetings, tours, cultivation activities, and executive-level fundraising appointments

• Prepare donor research, prospect information, meeting briefing materials, giving history, and relationship summaries to support executive fundraising activities

• Coordinate gift-acknowledgment workflows with the Development Team to ensure timely executive signatures, personalized notes, donor recognition, and stewardship follow-up

• Draft, prepare, and coordinate donor correspondence and follow-up communications on behalf of executive leadership

• Provide administrative support for fundraising initiatives, campaigns, sponsorships, donor stewardship, donor events, and special projects

• Coordinate follow-up communications with major donors, sponsors, community partners, and other organizational stakeholders

• Support relationship tracking and next-step documentation within the organization’s donor management system

• Process and reconcile executive expense reports, travel arrangements, registrations, and other expenses related to fundraising activities in accordance with organizational policies

• Support Development staff with executive-level fundraising activities, donor communications, research, event preparation, and special projects

• Maintain confidentiality regarding donor identities, giving histories, financial information, relationship strategies, and fundraising plans

Strategic Projects & Executive Initiatives

• Assist with organizational strategic initiatives and cross-departmental projects assigned by the Chief Executive Officer and Chief Development Officer

• Independently coordinate high-level projects requiring collaboration among multiple departments, leaders, vendors, or external stakeholders

• Develop and maintain project plans, timelines, action-item lists, meeting schedules, and supporting documentation

• Monitor project milestones and ensure executive priorities, assignments, and follow-up items are completed within established timelines

• Communicate project updates, deadlines, concerns, and outstanding needs to executive leadership

• Coordinate meetings, materials, communications, and follow-up activities related to strategic initiatives

• Anticipate executive and organizational needs and proactively identify solutions before issues arise

• Research vendors, services, operational needs, and other topics as requested

• Assist with implementation and communication of new organizational systems, procedures, projects, or initiatives

• Maintain accurate project records and ensure relevant information is accessible to appropriate stakeholders

Operational & Office Support

• Serve as the primary coordinator for facility reservations, meeting room scheduling, and organizational meeting-space needs

• Coordinate IndyHumane vehicle reservations, scheduling, and usage

• Maintain vendor and supplier contact information and assist with vendor research, service coordination, and evaluation

• Administer the organization’s electronic key-card access system, including employee access, holiday schedules, weather-related building access, security updates, and access changes

• Coordinate with Human Resources, Information Technology, Maintenance, and organizational leadership regarding employee access and building security needs

• Monitor administrative office supplies, postage systems, business cards, copier services, meeting materials, and other office resources

• Order approved supplies and coordinate service or repair needs for administrative office equipment

• Assist with mail solicitations, incoming and outgoing mail, organizational correspondence, and donation lockbox monitoring

• Maintain organized administrative records, vendor information, service agreements, and office documentation

• Welcome and assist visitors, community partners, donors, Board members, volunteers, vendors, and other guests in a professional and courteous manner

• Respond to general administrative inquiries and direct individuals to the appropriate department or organizational representative

• Support organizational meetings, events, projects, and other operational needs as assigned

Collaboration & Organizational Support

• Work collaboratively with executive leadership, department leaders, Development staff, Finance, Human Resources, Operations, and other teams

• Attend leadership meetings, Development meetings, all-staff meetings, Board meetings, committee meetings, and professional-development opportunities as required

• Serve as a professional representative of IndyHumane when interacting with Board members, donors, volunteers, vendors, community partners, and members of the public

• Build positive and productive relationships across departments and organizational locations

• Maintain confidentiality regarding personnel, donor, financial, legal, governance, and organizational matters

• Support organizational priorities and adapt responsibilities as needs evolve

• Perform additional duties, projects, and assignments as needed

________________________________________

Required Qualifications

Education & Experience

• High school diploma or equivalent required

• Associate degree in Business Administration, Office Administration, Communications, Nonprofit Management, or a related field preferred

• An equivalent combination of relevant education, training, and professional experience may be considered

• Minimum three (3) years of progressively responsible administrative, executive-support, office-management, or related professional experience required

• Experience managing complex calendars, meetings, projects, deadlines, and competing priorities required

• Experience supporting senior executives, executive leadership, or a senior management team strongly preferred

• Experience drafting professional correspondence, reports, presentations, meeting materials, or executive communications required

• Experience handling confidential or sensitive information required

• Experience supporting Board governance, fundraising, donor relations, nonprofit leadership, or strategic projects preferred

Knowledge, Skills & Abilities

• Exceptional organizational, planning, time-management, and project-coordination skills

• Outstanding attention to detail and commitment to accuracy

• Ability to manage multiple assignments, deadlines, meetings, projects, and competing priorities in a fast-paced environment

• Excellent written, verbal, editing, proofreading, and interpersonal communication skills

• Strong ability to draft professional correspondence, executive communications, reports, presentations, and meeting materials

• Ability to prepare accurate, clear, and professional meeting minutes

• Ability to exercise sound judgment, discretion, diplomacy, tact, and professionalism

• Ability to maintain strict confidentiality regarding personnel, donor, financial, legal, governance, and organizational matters

• Ability to work independently, exercise initiative, and make appropriate decisions within established authority

• Ability to anticipate executive and organizational needs and proactively identify solutions

• Strong problem-solving and critical-thinking abilities

• Ability to organize and coordinate meetings, projects, events, travel, and executive activities

• Strong customer-service orientation and ability to build positive relationships with Board members, donors, staff, volunteers, vendors, and community partners

• Ability to communicate and collaborate effectively with individuals at all organizational levels

• Ability to work effectively with executive leadership and manage sensitive or high-priority requests

• Ability to adapt to changing priorities, deadlines, and organizational needs

• Ability to follow established policies, procedures, approval processes, and internal controls

• Ability to represent IndyHumane professionally in internal and external interactions

• Commitment to the mission, vision, values, and work of IndyHumane

Technical Skills

• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams

• Experience managing electronic calendars, meeting invitations, shared mailboxes, and scheduling systems

• Ability to create, format, edit, and maintain professional documents, spreadsheets, presentations, reports, and meeting materials

• Experience with Microsoft SharePoint or similar document-management and collaboration systems preferred

• Experience using donor-management, CRM, accounting, project-management, or business software preferred

• Ability to learn and effectively use organizational systems, including Sage Intacct, ShelterLuv, donor-management systems, key-card access systems, and other business applications

• Ability to maintain accurate electronic and physical records

• Ability to coordinate virtual, hybrid, and in-person meetings using appropriate technology

• Ability to troubleshoot routine administrative technology and office-equipment issues

________________________________________

Preferred Qualifications

• Five (5) or more years of progressively responsible administrative or executive-support experience

• Experience directly supporting a Chief Executive Officer, Executive Director, Chief Development Officer, or other C-suite leader

• Experience supporting multiple senior executives simultaneously

• Experience coordinating Board of Directors or committee meetings

• Experience preparing Board packets, governance records, formal meeting minutes, and official organizational documentation

• Experience working in a nonprofit, foundation, association, healthcare, education, government, or other mission-driven organization

• Experience supporting fundraising, donor relations, major-donor meetings, gift acknowledgments, sponsorships, or fundraising campaigns

• Experience preparing donor research, executive briefing materials, or relationship-management documentation

• Experience coordinating executive travel, expense reports, registrations, and reimbursement documentation

• Experience managing cross-departmental projects and strategic initiatives

• Experience with Sage Intacct, ShelterLuv, Bloomerang, Virtuous, or another CRM or business-management system

• Experience administering building-access, key-card, scheduling, reservation, or office-management systems

• Experience working in an animal welfare organization

________________________________________

Physical Requirements

• Ability to sit, stand, walk, bend, reach, and move throughout the workday

• Ability to work on a computer and use office equipment for extended periods

• Ability to communicate in person, by telephone, through video conferencing, and in writing

• Ability to occasionally lift and carry office supplies, meeting materials, event materials, or equipment weighing up to 25 pounds

• Ability to move between offices, meeting spaces, and organizational locations as needed

• Ability to travel locally for meetings, errands, donor activities, and organizational events when required

• Ability to occasionally work evening or weekend hours to support Board meetings, fundraising events, or organizational activities

________________________________________

Work Environment & Potential Exposures

This position operates primarily in professional office, executive, meeting, community, fundraising, and animal welfare environments. The role includes regular interaction with executive leaders, employees, Board members, donors, volunteers, vendors, community partners, and members of the public.

Potential exposures may include:

• Animal-related allergens, hair, dander, odors, and noise

• Frequent interruptions and changing priorities

• Multiple deadlines, meetings, projects, and competing executive requests

• Extended periods of computer and screen use

• Sensitive, confidential, or emotionally significant information

• Occasional evening or weekend meetings and events

• Local travel between organizational locations and community meeting sites

• Fast-paced work environments requiring professionalism, discretion, and adaptability

Employees are expected to follow all organizational safety procedures, confidentiality requirements, information-security standards, and professional-conduct expectations.

________________________________________

Core Competencies

• Integrity & Professionalism

• Confidentiality & Sound Judgment

• Executive Support

• Executive Presence

• Initiative & Accountability

• Organization & Planning

• Attention to Detail

• Time Management

• Project Coordination

• Written Communication

• Verbal Communication

• Editing & Proofreading

• Relationship Building

• Customer Service

• Problem Solving

• Collaboration & Teamwork

• Adaptability

• Discretion & Diplomacy

• Follow-Through

• Mission Commitment

________________________________________

Equal Employment Opportunity Statement

IndyHumane is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other protected status under applicable federal, state, or local law.

________________________________________

Americans with Disabilities Act (ADA) Statement

IndyHumane is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable state laws. Employees and applicants requiring accommodations should contact Human Resources.

________________________________________

At-Will Employment Disclaimer

Employment with IndyHumane is at-will. This means that either the employee or IndyHumane may terminate the employment relationship at any time, with or without notice, and with or without cause, subject to applicable law. Nothing in this job description should be interpreted as creating a contract of employment.

________________________________________

Job Description Disclaimer

The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, or qualifications required. IndyHumane reserves the right to modify duties, responsibilities, and position requirements based on organizational needs.

________________________________________

Safety Statement

Employees are expected to comply with all workplace safety standards, organizational policies, confidentiality expectations, information-security requirements, and OSHA-related safety requirements.

________________________________________