Operations 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

The Operations Administrator,provides comprehensive administrative and operational support across the organization. This role serves as thecentral pointof coordination for office operations, correspondence, records management, and governance support.

The Operations Administrator handles a significant volume of confidential member, donor, financial, and personnel information and is expected to exercise sound judgment, discretion, and a high degree of accuracy in all work. Success in this position requires strong organizational ability, professional written communication, and the capacity to manage competing priorities in support of the Executive Director and the broader staff.

Essential Functions of the Job:

• Monitor and respond to the organization’s email accountsand phone lines.


• Respond directly to routine inquiries and route all other correspondence to theappropriate staffmember, ensuring inquiries are addressed within established response times.


• Serve as the first point of contact for members and the public, answering incoming calls professionally and directing callers to theappropriate staffmember or department.


• Provide courteous,accuratecustomer service by phone and email on registry matters, including registrations, transfers of ownership, name changes, membership questions, and status of pending submissions.


• Attendmeetings and prepareaccurate, complete minutes for review and approval.


• Assemble, format, and distribute Board packets, coordinating the collection of materials from staff and leadership in advance of meeting deadlines and posting materials toplatforms.


• Open, sort, and process all incoming mail, routing items to theappropriate staffmemberand handling time-sensitive materials promptly.


• Coordinate outgoing mail, including special handling and shippinglogisticsfor time-sensitive materials.


• Maintain a professional and impartial demeanor with all callers, including in difficult conversations, and escalated unresolved or sensitive matters to theappropriate staffmember or the Executive Director.


• Manage general office operations including inventory of supplies, maintaining office equipment, and vendor coordination.


• Support the administrative needs of staff, including copying, scanning, preparing meeting materials, and document formatting.


• Implement andmaintainthe organization’s record retention policy, ensuring thatboth digital and physical files are accurately organized, stored, and archived.


• Oversee document filing systems, both physical and electronic, ensuring timelyfiling and easy retrieval.

Qualifications:

• Proficiencyin Microsoft Office Suite (Word, Excel, Outlook, Teams).


• Demonstrated experience drafting professional correspondence on behalf of senior leadership.


• Experience taking and preparing minutes for formal meetings.


• Experiencemaintaining records in a database or customer relationship management system; experience with donor databases preferred.


• Excellent organizational and time management skills, with the ability to manage competing priorities and meet recurring deadlines.


• Strong communicationskills, both verbal and written, with a professional and polished writing style.


• Detail-oriented with a demonstrated commitment to accuracy.


• Ability to exercise sound judgment andmaintainstrict confidentiality.


• Ability to work both independently and as part of a team.


• Prior experience in administrative, executive support, or office management roles preferred.


• Knowledge of nonprofit or equine-related organizationsis a plus.

Additional Requirements:

• Must be able to lift up to 25 pounds for filing, shipping, or office supply management.


• Must be able to sit or stand for extended periods of time.


• Travelrequired for offsitehorse shows,meetingsandevents.


• Ability towork evenings or weekends as needed, including forHorse Shows, Conventions, Donor Events,Committee, Council, and Board meetings.

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Employment with the American Saddlebred Horse & Breeders Association is at-will and may beterminatedby either the employee or the Association at any time, with or without cause or notice.