Administrative Project Coordinator

Job Description

Job Description

Thompson Thrift is hiring an Administrative Project Coordinator in Indianapolis, IN!

Thompson Thrift is seeking a proactive, highly organized, and service-minded Administrative Project Coordinator to provide administrative, clerical, logistical, and personal support for executive leaders and the Executive Assistant who supports those leaders.

This is a hands-on role that blends traditional administrative responsibilities with active, on-the-go support. The Administrative Project Coordinator will assist with office tasks, meeting preparation, scheduling support, errands, event coordination, special projects, and other day-to-day needs that help keep priorities moving smoothly.

This role is a great fit for someone early in their career who is driven, polished, dependable, and eager to grow. The ideal candidate enjoys being trusted with important details, takes pride in being helpful and resourceful, and is excited to build a strong foundation in business, operations, and executive support.

What You'll Do

As the Administrative Project Coordinator, you will support a wide range of administrative and coordination needs, including office tasks, scheduling support, meeting preparation, event assistance, errands, recordkeeping, and special projects. You will work closely with a senior-level Executive Assistant to help ensure priorities are organized, details are handled, and daily needs are completed accurately and on time.

Our Ideal Candidate

This role is a great fit for someone who is eager to build a strong foundation in administrative support, business operations, and executive-level coordination. They are organized, trustworthy, professional, and willing to jump in wherever needed. They are comfortable supporting a variety of administrative, logistical, event, errand, and personal assistance needs, and they bring a positive, service-focused attitude to every task.

Key Responsibilities and Duties

Team members in this role have versatile responsibilities, including:

• Providing administrative, clerical, and logistical support for executive leaders and their Executive Assistant.
• Assisting with document preparation, filing, copying, scanning, data entry, and recordkeeping.
• Preparing, formatting, organizing, and distributing reports, documents, meeting materials, and other administrative resources.
• Logging, tracking, and organizing data or information for reporting, follow-up, and project coordination purposes.
• Coordinating schedules, appointments, reservations, meeting logistics, and calendar-related details as assigned.
• Supporting event planning and execution, including vendor coordination, supplies, setup, teardown, guest needs, materials, and day-of logistics.
• Completing errands, deliveries, pickups, appointments, and other off-site tasks as needed to support executive, office, event, or personal assistance needs.
• Protecting sensitive and confidential information with the utmost discretion and confidentiality.
• Supporting special projects, administrative initiatives, and other duties as assigned. (Included but not limited to property management assistance).

Qualifications

• Proficiency with technology and Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and SharePoint.
• Strong customer service and hospitality mindset.
• Ability to manage multiple tasks, shifting priorities, and time-sensitive requests.
• Strong attention to detail and ability to follow through on assigned tasks.
• Ability to work effectively under pressure while maintaining professionalism and composure.
• Strong organizational, problem-solving, and time-management skills.
• Excellent verbal and written communication skills.
• Demonstrated dependability, reliability, discretion, and initiative.
• Ability to maintain confidentiality of sensitive business and personal information.
• Ability to work independently while also thriving in a team-oriented environment.
• Flexibility and willingness to support a variety of administrative, logistical, event, errand, and personal assistance needs.
• Professional presence and ability to interact appropriately with executives, team members, guests, vendors, and external partners.
• Growth-oriented mindset with a desire to learn, take on responsibility, and build a strong foundation for future career growth.
• Valid driver's license and reliable transportation may be required due to errands, deliveries, off-site event support, and other local travel during the workday.

Education

• High school diploma or GED required. Vocational or technical school training, or a bachelor's degree, is preferred.

Experience

• 1 year administrative, office support, customer service, hospitality, personal assistance, internship, or related experience preferred.

Travel

• Travel: Willingness to travel for up to 25%

Use of AI in Hiring

Thompson Thrift uses AI-assisted tools within our applicant tracking system to support parts of the recruiting process. These tools assist recruiters but do not make hiring decisions or independently determine candidate outcomes. All hiring decisions are made by human reviewers. If you have questions about our hiring process, please contact us at View email address on ziprecruiter.com.

By submitting your application, you acknowledge this information and confirm that the information you have provided is accurate and complete to the best of your knowledge.