Executive Assistant & HR Project Coordinator

Indianapolis Zoo; Indianapolis (IN); On-site; USD 52,000 - 78,000; Full time

Job summary

The Indianapolis Zoo seeks an Executive Assistant & HR Project Coordinator to assist the Vice President of Human Resources with high-level administrative tasks, project support, and coordinating HR, Safety, compliance, and training initiatives. This full-time role handles calendars, meetings, materials, and documentation while keeping initiatives moving across the Zoo.

The ideal candidate is highly organized, discreet, and proactive, comfortable handling confidential information, and able to

Qualifications

• 3+ years in executive support or HR project coordination.
• Strong organization, multitasking, confidentiality.
• Experience with project trackers and training records is desirable.

Responsibilities

• Provide executive administrative support to the VP of HR, including calendar and travel.
• Coordinate HR projects with timelines and deliverables.
• Maintain confidential meetings involving employee relations and sensitive HR matters.
• Support HR training programs and track completion records.
• Assist with compliance documentation and audits.

Skills

Executive support

Project coordination

HR administration

Document control

Discretion

Microsoft Office

Education

High School Diploma

Associate or Bachelor's preferred

Tools

ADP Workforce Now

Project management tools

Job description

The Indianapolis Zoo is seeking an Executive Assistant & HR Project Coordinator to provide high-level administrative and project support to the Vice President of Human Resources while helping coordinate important HR, Safety, compliance, training and organizational initiatives.

This role is at the center of a lot of moving pieces. You'll help manage executive priorities, coordinate meetings and projects, track deadlines and training requirements, maintain important documentation, and follow up with teams across the Zoo to keep initiatives moving forward.

The ideal candidate is highly organized, proactive, discreet, and comfortable working with confidential information. You'll need to be someone who can anticipate what needs to happen next, keep multiple priorities organized and know when something needs to be elevated to HR, Safety, or executive leadership. This is a full-time, 40-hour-per-week position working Monday - Friday. Weekend and evening hours may be required during peak seasons and for special events.

Key Responsibilities

• Provide executive administrative support to the Vice President of Human Resources, including calendar management, scheduling, meeting coordination, correspondence, presentations, expense reports, and travel or conference coordination.
• Coordinate HR projects and initiatives by developing project plans, maintaining timelines and deliverables, coordinating participants, preparing materials, and tracking next steps.
• Coordinate confidential meetings involving employee relations, investigations, legal matters, compensation, organizational planning, and other sensitive HR matters.
• Support HR training and development initiatives, including scheduling, materials, attendance tracking, completion records, reminders, and program implementation.
• Develop and maintain centralized training and compliance trackers to monitor requirements, deadlines, completion status, and follow-up needs.
• Provide administrative and project support to the Director of Safety for designated compliance activities, including compliance calendars, recurring requirements, documentation, and follow-up.
• Assist with the development and administration of a controlled-document system for policies, procedures, protocols, forms, and other organizational documents.
• Support special projects assigned by HR leadership through research, tracking, meeting coordination, reporting, documentation, and follow-through.
• Assist with HR compliance and organizational initiatives, including employee surveys, performance management, leadership development, employee engagement, policy implementation, and audits.
• Prepare professional presentations, reports, spreadsheets, organizational charts, project updates, meeting materials, and other communications.
• Support HR committees, working groups, leadership meetings, employee engagement initiatives, training events, and other organizational programs.
• Identify opportunities to improve administrative workflows, project tracking, training coordination, document management, and departmental organization.
• Provide backup administrative support to the Human Resources Department as needed.

What We're Looking For

• At least three years of progressively responsible experience in executive support, administrative coordination, project coordination, Human Resources, compliance, document control, or a related professional environment preferred.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, schedules, and projects with limited day-to-day supervision.
• A proactive approach to anticipating needs, following through on assignments and keeping projects moving.
• Experience creating or maintaining project trackers, training records, compliance calendars, document-management systems, or similar organizational tools is highly desirable.
• Exceptional attention to detail, accuracy, written communication, and follow-through.
• Strong interpersonal skills and the ability to coordinate effectively with employees and leaders across departments.
• Demonstrated discretion and sound judgment when handling confidential and sensitive information.
• High school diploma or equivalent required; an associate or bachelor's degree in Business Administration, Human Resources, Organizational Leadership, Communications, Safety, Compliance, or a related field is preferred. Relevant professional experience may be considered in lieu of a degree.
• Intermediate to advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Experience with ADP Workforce Now, project-management tools, learning or training systems, document-management systems, or controlled-document platforms is highly desirable

Why Join Us?

At the Indianapolis Zoo every department plays a role in supporting our mission to protect nature and inspire people to care for our world. You'll work alongside leaders and teams across the Zoo, contribute to meaningful organizational initiatives, and have the opportunity to make an impact through the details that keep our organization running smoothly.

Employment at the Indianapolis Zoo is contingent upon the successful completion of pre-employment testing including a background check, motor vehicle check (if applicable) and a drug test.