Executive Operations & Records Administrator

American Saddlebred Horse & Breeders Association; Lexington (KY); On-site; USD 42,000 - 62,000; Full time

Job summary

American Saddlebred Horse & Breeders Association is seeking an Operations Administrator to provide comprehensive organizational support across the office. You will coordinate communication, records, and governance tasks for the Executive Director and staff.

The role handles confidential member, donor, financial, and personnel information, requiring discretion, accuracy, and strong organizational skills. The position supports meetings, board materials, and office operations in Lexington, KY.

Qualifications

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Experience drafting professional correspondence for senior leadership.
• Experience taking and preparing meetings minutes.
• Experience maintaining records in a database or donor CRM.
• Excellent organizational and time-management skills to handle competing priorities.
• Strong written and verbal communication.
• Ability to maintain strict confidentiality.
• Experience in administrative, executive support, or office management roles.
• Knowledge of nonprofit or equine-related organizations is a plus.

Responsibilities

• Monitor and respond to organization email accounts and phone lines.
• Route inquiries to appropriate staff and ensure timely responses.
• Serve as first contact for members and the public, directing calls.
• Provide courteous customer service on registry matters.
• Attend meetings and prepare accurate minutes.
• Prepare board packets and coordinate materials in advance of meetings.
• Process incoming mail and route to staff promptly.
• Coordinate outgoing mail and shipping for time-sensitive materials.
• Maintain professionalism and confidentiality in sensitive matters.
• Oversee general office operations, supplies, and vendor coordination.
• Assist staff with copying, scanning, and document formatting.
• Maintain the organization’s record retention and filing systems.

Skills

Communication skills

Organizational skills

Time management

Attention to detail

Discretion & confidentiality

Teamwork

Independence

Nonprofit governance knowledge

Tools

Microsoft Office Suite

CRM systems

Document management

Job description

American Saddlebred Horse & Breeders Association is seeking an Operations Administrator to provide comprehensive organizational support across the office. You will coordinate communication, records, and governance tasks for the Executive Director and staff.

The role handles confidential member, donor, financial, and personnel information, requiring discretion, accuracy, and strong organizational skills. The position supports meetings, board materials, and office operations in Lexington, KY.