Executive Assistant & Advancement Operations Lead

The-Children; Indianapolis (IN); On-site; USD 26,000 - 37,000; Full time

Job summary

The Children's Museum is seeking an Executive Assistant & Advancement Operations Coordinator to support the Vice President of Advancement. This role manages calendars, correspondence, and oversight of grants, contracts, and budgets, ensuring timely reporting and coordination with project teams.

You will work on donor relations, board support, travel and procurement processes, and assist with grant management plans and compliance activities across the division.

Qualifications

• Two (2) years of administrative support or office management experience.
• Highly proficient in Microsoft Excel and Microsoft Office Suite; CRM experience preferred.
• Strong organizational, filing, and multitasking abilities.
• Be a self-motivated professional with the ability to multitask and prioritize.

Responsibilities

• Expedites daily communication and information flow from/to VP's office including mail, maintaining electronic files and preparing reports.
• Manages VP’s calendar and coordinates meeting set-up, agendas, food service, and invitations.
• Assists in producing gift agreements, contracts, and supports expedited legal review of documents and grant contracts.
• Oversees administration of grants and tracks operational budgets with monthly financial reports.

Skills

Microsoft Excel

Microsoft Office Suite

CRM experience

Teams

Tools

CRM software

Job description

The Children's Museum is seeking an Executive Assistant & Advancement Operations Coordinator to support the Vice President of Advancement. This role manages calendars, correspondence, and oversight of grants, contracts, and budgets, ensuring timely reporting and coordination with project teams.

You will work on donor relations, board support, travel and procurement processes, and assist with grant management plans and compliance activities across the division.