Executive Assistant & Advancement Operations Coordinator

Museum Core•Indianapolis, IN

About The Position

The Executive Assistant and Advancement Operations Coordinator provides executive, administrative, and operational support to the Vice President of Advancement and serves as a central coordination resource for the Advancement division. The role manages the VP’s calendar, scheduling, meeting preparation, correspondence, and follow-up, and supports division-wide administrative processes and Advancement leadership, Board, campaign, donor, and volunteer activities. It also supports the division’s operating budget, contracts, purchasing, travel, records, and other operational needs. The coordinator supports administration of secured grants by developing grant management plans, coordinating with Museum project teams, monitoring requirements and contractual obligations, and assisting with financial tracking and documentation. The Children’s Museum states that it is building and sustaining an inclusive culture that encourages, supports, and celebrates differences, and that collaboration and open dialogue among people with diverse backgrounds, experiences, and perspectives best support its vision and mission.

Requirements

Two years of administrative support or office management experience.
Demonstrated clerical and organizational skills; experience in fundraising, bookkeeping, accounting, clerical work, or data entry is preferred.
High proficiency in Microsoft Excel, including use of functions.
Proficiency in record keeping, database administration, Microsoft Office Suite, and Teams.
Ability to maintain organized digital and hardcopy filing systems.
Self-motivated and able to multitask, prioritize, work proactively and independently when possible, and know when to seek support or information.
Sound knowledge of business terminology, processes, and etiquette.
Solid reading and writing skills.
Excellent interpersonal and communication skills, including the ability to coordinate effectively with teams across multiple Museum divisions.

Nice To Haves

CRM experience.
Previous experience running budget reports using financial management software.
Experience reading and interpreting gift agreements, contracts, or Memoranda of Understanding (MOUs).

Responsibilities

Expedite daily communication and information flow to and from the VP’s office, including mail, electronic files, office supplies, correspondence and reports, mailings, reimbursements, and expense reports.
Provide administrative support to the VP and division team members, staff events, and perform other assigned tasks as needed.
Manage the VP’s calendar and coordinate internal and external meetings, including volunteer committee meetings.
Develop agendas, arrange food service, schedule appointments, send invitations, coordinate meeting follow-ups, and manage related Advancement communications.
Prepare routine drafts of correspondence, including letters, thank-you notes, and assorted mailings.
Assist in producing gift agreements, partnership contracts, and consulting contracts; support expedited legal review of these documents and grant contracts.
Ensure CRM records for grants and gifts secured by the VP of Advancement are updated with stewardship and reporting plans upon contract signing.
Oversee administration of grants awarded to the Museum.
Create grant management plans for new grants, coordinate with internal colleagues to ensure plan accuracy, and prepare them to begin implementation.
Assist the VP and division directors with tracking operational budgets and preparing the operating budget.
Run monthly operational financial reports and flag underspending or overspending for review.
Reconcile revenue sections of monthly financials between the CRM and finance system in collaboration with the Database and Gift Processing Specialist.
Work with grant project teams to track progress against grant budgets, including holding regular budget monitoring meetings.
Support project staff in correctly coding grant expenses in accordance with grant agreements.
Coordinate with Finance colleagues to accurately reflect grant expenses in internal systems as needed.
Assist Human Resources staff with setting up grant staff time allocations, recalculating percentages after staffing or budget changes, and collecting staff time certification records for audit compliance.
Research and gather and maintain data needed for grant reports and proposals, such as internal program, attendance, demographic, and U.S. Census data.
Support the Foundation and Grants Relations Officer in developing letters of intent and proposals to prospective donors.
Gather information for supporting documents, including budget narratives and staff biographies.
Coordinate Advancement division day-to-day operations, information flow, deadlines, purchasing, invoices, travel, shared resources, and other administrative needs.
Support new team member onboarding, division meetings, retreats, staff activities, and professional-development logistics.