Administrative Project Coordinator

AAA Hoosier Motor Club; Indianapolis (IN); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Long-Term Disability insurance

Basic Life Insurance

Company 401(k) with match

HSA contributions

Free AAA Plus Membership

Job summary

AAA Hoosier is seeking an Administrative Project Coordinator to support the Director of Executive Operations and the broader executive office in Indianapolis. The role blends administrative duties with event planning, meeting coordination, and cross-functional project support.

Ideal candidates will have a Bachelor’s degree (or equivalent) and 1–2 years of administrative experience, with a valid driver’s license for occasional off-site meetings and events.

Qualifications

• One to two years of experience in administrative support or related environment.
• Valid driver's license and reliable transportation for off-site meetings and events.

Responsibilities

• Provide administrative and logistical support to Director, Executive Operations.
• Coordinate meetings, events, and employee recognition programs.
• Manage front-d desk coverage and serve as first point of contact for visitors.

Skills

Administrative support

Office coordination

Education

Bachelor's degree or equivalent

Tools

Calendar management

Job description

Location: Administration

9200 Keystone Crossing

Indianapolis, IN

Job Id:191

# of Openings:1

About AAA Hoosier

Since its founding in 1902, AAA has grown to become one of North America's largest and most recognized membership organizations. Today, AAA Hoosier serves nearly 400,000 Hoosiers through roadside assistance, travel services, exclusive member discounts and benefits, and trusted insurance and financial services.

At AAA Hoosier, we are committed to delivering exceptional member experiences through teamwork, continuous growth, and a people-first culture. To learn more about AAA Hoosier, visit www.hoosier.aaa.com.

Here’s What's in it for YOU

• A culture that supports professional development, training, and continuous learning.
• The opportunity to represent a trusted and nationally recognized brand.
• A collaborative environment that encourages you to grow and perform at your best.
• Medical, Dental, and Vision benefits.
• Company-provided Long-Term Disability and Basic Life Insurance.
• Service Anniversary Recognition.
• Free AAA Plus Membership.
• Generous 401(k) plan with company match.
• Company-provided HSA contributions.

Position Summary

The Administrative Project Coordinator provides high-quality administrative, operational, and project coordination support to the Director, Executive Operations and the broader executive office.

This highly visible, hands-on role combines executive administrative support with employee event planning, meeting and event coordination, cross-functional project support, workplace logistics, and front-office responsibilities. The Administrative Project Coordinator helps translate priorities into action by organizing details, anticipating needs, coordinating across stakeholders, and ensuring meetings, employee events, projects, and day-to-day executive operations are executed effectively.

Success in this role requires strong organization, sound judgment, discretion, adaptability, and a willingness to take ownership in a fast-moving environment where priorities may evolve quickly.

Our Ideal Candidate

The ideal candidate is an organized, resourceful, and service-oriented professional who is interested in building a strong foundation in executive operations, administrative support, project coordination, and event planning.

They are comfortable working independently, managing competing priorities, and identifying what needs to happen next without requiring constant direction. They bring sound judgment, attention to detail, professionalism, and discretion to their work and are equally comfortable interacting with executives, employees, guests, vendors, and external partners.

Above all, they are dependable, solutions-oriented, and willing to step in wherever needed to help the executive office and organization operate effectively.

Duties and Responsibilities

• Provides comprehensive administrative and logistical support to the Director, Executive Operations, including calendar coordination, meeting scheduling and preparation, and management of time-sensitive requests and priorities.
• Provides front-desk coverage and serves as a professional first point of contact for visitors, employees, vendors, and other guests, appropriately directing questions and requests.
• Manages office supply inventory, including tracking, ordering, and restocking as needed.
• Works closely with the Facilities team on workplace services and facilities-related requests to support a safe, functional, and professional office environment.
• Plans and coordinates employee events, leadership meetings, offsites, recognition activities, and other internal and external organizational events from planning through execution, including venue sourcing, vendor coordination, catering, materials, supplies, setup, teardown, and day-of logistics.
• Manages vendor relationships and correspondence, including procurement, scheduling, and issue resolution.
• Coordinates employee recognition and awards programs, including ordering, tracking, distribution, and related administrative support.
• Supports the planning and execution of special projects and initiatives assigned by the Director, Executive Operations, including tracking milestones, coordinating stakeholders, monitoring deadlines, identifying follow-up needs, and providing status updates.
• Handles confidential, proprietary, and sensitive information with a high degree of discretion and professionalism.
• Anticipates administrative and logistical needs, identifies potential issues, and takes appropriate action to support the efficient operation of the executive office.
• Performs other duties and special assignments as needed in support of Executive Operations and organizational priorities.

Education and/or Experience Requirements

Required

• Bachelor's degree or an equivalent combination of education and relevant experience.
• One to two years of experience in administrative support, office operations, project coordination, event coordination, or a related environment.
• Valid driver's license and reliable transportation required due to occasional off-site meeting and event support.