Life Sciences Administrative Specialist

Indianapolis Zoo • Indianapolis, IN

1d • Onsite

About The Position

The Indianapolis Zoo is seeking a dedicated Life Sciences Administrative Specialist to provide essential administrative and clerical support to the Vice President of Life Sciences and the Life Sciences department. This position is an integral part of the team, helping ensure the department operates efficiently while supporting the Zoo's mission to protect nature and inspire people to care for our world. The Life Sciences Administrative Specialist manages a wide range of administrative responsibilities, including executive calendar management, meeting coordination, travel arrangements, document preparation, reporting, purchasing, and departmental communications. The ideal candidate is proactive, resourceful and comfortable managing multiple priorities while maintaining accuracy and confidentiality.

Requirements

• At least two years of prior administrative experience required.
• Highly organized and detail-oriented, with the ability to manage multiple priorities and deadlines.
• Proactive and resourceful, with strong problem-solving skills and sound judgment.
• Professional and discreet, with the ability to handle confidential and sensitive information.
• An excellent written and verbal communicator who works well with a variety of people and departments.
• Technology savvy, with strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint and the ability to quickly learn new software and systems.

Responsibilities

• Coordinate travel arrangements for Life Sciences staff, including animal transports, site inspections, and professional workshops.
• Prepare, organize and maintain departmental reports, presentations, documents, and weekly updates.
• Assist with purchasing, supply ordering, expense reconciliation, and other departmental administrative processes.
• Support the development, editing and proofreading of department-wide documents and materials.
• Manage calendars, coordinate meetings, prepare agendas, and take meeting minutes.
• Serve as a professional liaison between the Vice President of Life Sciences, Zoo staff, trustees, vendors, volunteers, and the public.
• Contribute to a positive, collaborative, and professional environment while supporting the Zoo's mission and commitment to exceptional guest service.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed