Life Sciences Administrative Specialist

Indianapolis-Zoo; Indianapolis (IN); On-site; USD 40,000 - 56,000; Full time

Job summary

The Indianapolis Zoo is seeking a Life Sciences Administrative Specialist to provide essential administrative and clerical support to the Vice President of Life Sciences and the Life Sciences department. This full-time role emphasizes calendar management, travel coordination, document preparation, and reports to help the department operate efficiently while supporting the Zoo's mission.

Ideal candidates have at least two years of administrative experience, are highly organized and discreet, and

Qualifications

• At least two years of prior administrative experience required.
• Highly organized and detail-oriented, with the ability to manage multiple priorities and deadlines.
• Proactive and resourceful, with strong problem-solving skills and sound judgment.
• Professional and discreet, with the ability to handle confidential and sensitive information.
• Excellent written and verbal communicator who works well with a variety of people and departments.
• Technology savvy, with strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint and the ability to quickly learn new software and systems.

Responsibilities

• Coordinate travel arrangements for Life Sciences staff, including animal transports, site inspections, and professional workshops.
• Prepare, organize and maintain departmental reports, presentations, documents, and weekly updates.
• Assist with purchasing, supply ordering, expense reconciliation, and other departmental administrative processes.
• Support the development, editing and proofreading of department-wide documents and materials.
• Manage calendars, coordinate meetings, prepare agendas, and take meeting minutes.
• Serve as a professional liaison between the Vice President of Life Sciences, Zoo staff, trustees, vendors, volunteers, and the public.

Skills

Organizational skills

Detail oriented

Communication skills

Calendar management

MS Office proficiency

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Are you highly organized, detail-oriented, and passionate about wildlife conservation? The Indianapolis Zoo is seeking a dedicated Life Sciences Administrative Specialist to provide essential administrative and clerical support to the Vice President of Life Sciences and the Life Sciences department. This position is an integral part of the team, helping ensure the department operates efficiently while supporting the Zoo's mission to protect nature and inspire people to care for our world.

About the Role

The Life Sciences Administrative Specialist manages a wide range of administrative responsibilities, including executive calendar management, meeting coordination, travel arrangements, document preparation, reporting, purchasing, and departmental communications. The ideal candidate is proactive, resourceful and comfortable managing multiple priorities while maintaining accuracy and confidentiality. This is a full-time position working 40 hours per week, typically Monday through Friday, with occasional weekend hours as needed to support departmental activities and Zoo operations.

Key Responsibilities

• Coordinate travel arrangements for Life Sciences staff, including animal transports, site inspections, and professional workshops.
• Prepare, organize and maintain departmental reports, presentations, documents, and weekly updates.
• Assist with purchasing, supply ordering, expense reconciliation, and other departmental administrative processes.
• Support the development, editing and proofreading of department-wide documents and materials.
• Manage calendars, coordinate meetings, prepare agendas, and take meeting minutes.
• Serve as a professional liaison between the Vice President of Life Sciences, Zoo staff, trustees, vendors, volunteers, and the public.
• Contribute to a positive, collaborative, and professional environment while supporting the Zoo's mission and commitment to exceptional guest service.

What We're Looking For

• At least two years of prior administrative experience required.
• Highly organized and detail-oriented, with the ability to manage multiple priorities and deadlines.
• Proactive and resourceful, with strong problem-solving skills and sound judgment.
• Professional and discreet, with the ability to handle confidential and sensitive information.
• An excellent written and verbal communicator who works well with a variety of people and departments.
• Technology savvy, with strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint and the ability to quickly learn new software and systems.

Why Join Us?

Join a team where your organizational skills and attention to detail directly support our mission. As part of the Indianapolis Zoo's Life Sciences team, you'll work alongside passionate professionals dedicated to wildlife conservation while playing an important role in keeping the department connected, organized and moving forward.

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.