Executive Assistant & Grants Operations Lead

The Children's Museum of Indianapolis; Indianapolis (IN); On-site; USD 50,000 - 70,000; Full time

Job summary

The Children’s Museum of Indianapolis is seeking an Executive Assistant and Advancement Operations Coordinator to provide executive, administrative, and operational support to the Vice President of Advancement. This role coordinates calendars, meetings, correspondence, and grant-related processes, while supporting budgets, contracts, and donor relations.

The position anchors day-to-day operations for the Advancement division, coordinating budgets, purchases, travel, records, and staff

Qualifications

• Two+ years of administrative support or office management experience.
• Proficient in Microsoft Excel, Microsoft Office Suite, and Teams; CRM experience preferred.

Responsibilities

• Manage VP of Advancement’s calendar and meeting logistics, including agendas and follow-up.
• Prepare routine correspondence and mailings; process reimbursements and expense reports.
• Assist with gift agreements, contracts, and grant-related documents; support expedited legal review.
• Ensure CRM records for grants and gifts are updated with stewardship and reporting plans upon contract signing.
• Oversee grant administration and develop grant management plans with internal teams.
• Assist in tracking operational budgets and prepare monthly financial reports with variance insights.
• Coordinate with Finance and HR on grant expenses, staffing allocations, and audits.
• Gather data and assist with grant reports and proposals; support donor communications.
• Serve as central administrative resource for Advancement division and support onboarding and team logistics.

Skills

Administrative support

Organization skills

Multitasking

Communication skills

Tools

Microsoft Excel

Microsoft Office Suite

Teams

CRM experience

Job description

The Children’s Museum of Indianapolis is seeking an Executive Assistant and Advancement Operations Coordinator to provide executive, administrative, and operational support to the Vice President of Advancement. This role coordinates calendars, meetings, correspondence, and grant-related processes, while supporting budgets, contracts, and donor relations.

The position anchors day-to-day operations for the Advancement division, coordinating budgets, purchases, travel, records, and staff