Administrative Assistant – Testify! Project

Christian Theological Seminary•Indianapolis, IN

18h•Onsite

About The Position

We are seeking a resourceful, entrepreneurial Administrative Assistant who thrives in fast-paced, startup-style environments. This role provides critical day-to-day operational support to the Program Director, managing communications, scheduling, travel, logistics, and data systems while bringing initiative, adaptability, and creative problem-solving to every challenge. The ideal candidate is a self-starter who sees beyond the task list, anticipates needs, and takes ownership in a dynamic, mission-driven initiative.

Requirements

Associate degree or higher, or equivalent combination of education and experience
Minimum 2 years of administrative support experience in a fast-paced environment
Proficient in Microsoft Excel - comfortable with formulas, filters, and data organization for reporting and tracking purposes
Proficient in Microsoft Office Suite (Word, Outlook, PowerPoint) and SharePoint for document management and team collaboration
Experience coordinating travel logistics for staff or program participants, including booking, itinerary management, and real-time problem-solving
Experience facilitating or co-facilitating events, workshops, meetings, or convenings
Entrepreneurial spirit - takes initiative, identifies opportunities for improvement, and operates effectively with autonomy in ambiguous or evolving situations
Demonstrated ability to manage competing deadlines and adapt quickly to shifting priorities
Excellent written and verbal communication skills with a professional demeanor
Strong attention to detail and reliable follow-through in a high-accountability environment

Nice To Haves

Experience in nonprofit, faith-based, or educational organization settings
Familiarity with project management tools (Asana, Trello, Monday.com, Notion, or similar)
Prior startup or initiative-stage project experience
Comfort with AI productivity tools (Microsoft Copilot, ChatGPT) to streamline administrative workflow
Basic video conferencing and virtual event facilitation skills (Zoom Webinar, Teams Live Events, or similar)

Responsibilities

Manage Program Director's calendar and schedule meetings with church partners, artists, and stakeholders
Process correspondence and respond to routine inquiries
Prepare meeting materials, agendas, and minutes
Maintain organized filing systems for project documentation
Coordinate communications with partner organizations as directed
Coordinate end-to-end travel logistics for staff and program participants, booking flights, hotels, and ground transportation, managing itineraries, and handling last-minute changes with composure
Facilitate and support city-wide events and retreats, including on-site logistics coordination, registration management, vendor communications, and attendee experience
Co-facilitate or support program sessions, workshops, or convenings as needed, stepping in where gaps arise and keeping events on track
Coordinate with caterers, venues, and vendors; manage timelines and checklists to ensure smooth execution
Provide on-site administrative and facilitation support during Testify! events, including occasional evening and weekend coverage
Proofread and copy-edit correspondence, grant documentation, and program materials with strong attention to detail
Maintain office supplies and materials inventory; coordinate with CTS departments on cross-functional administrative needs
Bring an entrepreneurial mindset to operational challenges, identifying inefficiencies, proposing solutions, and implementing improvements without waiting to be asked
Perform other duties as assigned; adapt quickly as project priorities evolve