Executive Assistant & Advancement Operations Coordinator

The Children's Museum of Indianapolis•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. The coordinator supports the division’s operating budget, contracts, purchasing, travel, records, and other operational needs. The role also supports administration of grants awarded to the Museum 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 is building and sustaining an inclusive culture that encourages, supports, and celebrates differences. It believes 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; prior fundraising, bookkeeping, accounting, clerical, or data-entry experience is preferred.
High proficiency in Microsoft Excel, including use of functions.
Proficiency in record keeping, database administration, Microsoft Office Suite, and Teams.
Highly organized, with the ability to maintain digital and hardcopy filing systems.
Self-motivated and able to multitask and prioritize, work proactively and independently when possible, and recognize when to seek support or information.
Sound knowledge of business terminology, processes, and etiquette.
Solid reading and writing skills.
Excellent interpersonal and communication skills, with the ability to coordinate effectively with teams across multiple Museum divisions.

Nice To Haves

CRM experience.
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 handling mail, maintaining electronic files, managing office supplies, preparing correspondence or reports and mailings, and processing reimbursements and expense reports.
Provide administrative support to the VP and division team members as assigned, including staffing events and completing other tasks as needed.
Manage the VP’s calendar and coordinate internal and external meeting setup, including volunteer committee meetings; develop agendas, arrange food service, schedule appointments, send invitations, arrange 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, consulting contracts, and grant contracts, and support expedited legal review of these documents.
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, and coordinate with internal colleagues to ensure plans are accurate and teams are equipped to implement them.
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, hold regular budget-monitoring meetings, support proper coding of grant expenses, and coordinate with Finance to accurately reflect expenses in internal systems.
Assist Human Resources with grant staff time allocations, recalculate staff time percentages after staffing or budget changes, and gather staff time certification records for audit compliance.
Research and maintain data and information needed for grant reports and proposals, including 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, and gather supporting-document information such as 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.