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The Administrative Services Coordinator serves as a trusted partner to the Chief Executive Officer, Chief Development Officer, and Senior Leadership Team by providing high-level administrative, operational, and project support that advances IndyHumane’s mission.

This position requires exceptional organizational skills, sound judgment, professionalism, discretion, and the ability to manage multiple priorities while maintaining the highest level of confidentiality.

The Administrative Services Coordinator plays a key role in supporting executive operations, Board governance, fundraising activities, donor communications, executive correspondence, strategic initiatives, and organizational projects.

This individual is a proactive self-starter who anticipates organizational and executive needs, works independently, and collaborates across departments to ensure projects, meetings, communications, and leadership priorities move forward efficiently.

Essential Job Functions

Executive & Administrative Support

• Provide comprehensive administrative support to the Chief Executive Officer, Chief Development Officer, and Senior Leadership Team

• Manage complex executive calendars, appointments, meetings, travel arrangements, and scheduling while effectively prioritizing competing demands

• Coordinate and prepare materials for executive meetings, leadership meetings, organizational meetings, and Board of Directors meetings

• Record, prepare, distribute, and maintain official meeting minutes and organizational records

• Maintain current Board rosters, committee lists, executive contact information, leadership records, and organizational documents

• Draft, edit, proofread, format, and coordinate executive correspondence, presentations, reports, speeches, talking points, meeting materials, and other senior-level communications

• Prepare briefing materials, agendas, background information, and supporting documentation for executive meetings and activities

• Monitor executive action items, assignments, deadlines, and follow-up responsibilities

• Maintain executive files, records, documents, and correspondence with accuracy, professionalism, and discretion

• Screen and prioritize requests, communications, and scheduling needs on behalf of executive leadership

• Anticipate leadership needs and proactively gather information, prepare materials, and identify potential scheduling or operational concerns

Board Governance

• Coordinate Board of Directors and committee meeting logistics, notices, calendars, agendas, supporting documents, meeting packets, attendance records, and follow-up communications

• Serve as an administrative liaison to the Board of Directors, Board committees, and Executive Leadership Team

• Support communication between executive leadership, Board members, committee members, and organizational staff

• Prepare, distribute, and maintain Board and committee meeting materials

• Record and maintain accurate Board and committee meeting minutes

• Maintain Board rosters, committee assignments, terms, contact information, governance calendars, and meeting schedules

• Assist with maintaining Board governance documents, bylaws, policies, resolutions, historical records, and other official documents

• Monitor Board and committee action items and assist with follow-up as directed

• Support Board orientation, onboarding, retreats, meetings, and other governance activities

• Maintain confidentiality regarding Board discussions, executive matters, personnel matters, donor information, financial information, and organizational strategy

Fundraising & Donor Support

• Manage the Chief Development Officer’s donor meeting pipeline, including scheduling, confirmations, briefing materials, follow-up tasks, and next-step tracking

• Coordinate donor meetings, tours, cultivation activities, and executive-level fundraising appointments

• Prepare donor research, prospect information, meeting briefing materials, giving history, and relationship summaries to support executive fundraising activities

• Coordinate gift-acknowledgment workflows with the Development Team to ensure timely executive signatures, personalized notes, donor recognition, and stewardship follow-up

• Draft, prepare, and coordinate donor correspondence and follow-up communications on behalf of executive leadership

• Provide administrative support for fundraising initiatives, campaigns, sponsorships, donor stewardship, donor events, and special projects

• Coordinate follow-up communications with major donors, sponsors, community partners, and other organizational stakeholders

• Support relationship tracking and next-step documentation within the organization’s donor management system

• Process and reconcile executive expense reports, travel arrangements, registrations, and other expenses related to fundraising activities in accordance with organizational policies

• Support Development staff with executive-level fundraising activities, donor communications, research, event preparation, and special projects

• Maintain confidentiality regarding donor identities, giving histories, financial information, relationship strategies, and fundraising plans

Strategic Projects & Executive Initiatives

• Assist with organizational strategic initiatives and cross-departmental projects assigned by the Chief Executive Officer and Chief Development Officer

• Independently coordinate high-level projects requiring collaboration among multiple departments, leaders, vendors, or external stakeholders

• Develop and maintain project plans, timelines, action-item lists, meeting schedules, and supporting documentation

• Monitor project milestones and ensure executive priorities, assignments, and follow-up items are completed within established timelines

• Communicate project updates, deadlines, concerns, and outstanding needs to executive leadership

• Coordinate meetings, materials, communications, and follow-up activities related to strategic initiatives

• Anticipate executive and organizational needs and proactively identify solutions before issues arise

• Research vendors, services, operational needs, and other topics as requested

• Assist with implementation and communication of new organizational systems, procedures, projects, or initiatives

• Maintain accurate project records and ensure relevant information is accessible to appropriate stakeholders

Operational & Office Support

• Serve as the primary coordinator for facility reservations, meeting room scheduling, and organizational meeting-space needs

• Coordinate IndyHumane vehicle reservations, scheduling, and usage

• Maintain vendor and supplier contact information and assist with vendor research, service coordination, and evaluation

• Administer the organization’s electronic key-card access system, including employee access, holiday schedules, weather-related building access, security updates, and access changes

• Coordinate with Human Resources, Information Technology, Maintenance, and organizational leadership regarding employee access and building security needs

• Monitor administrative office supplies, postage systems, business cards, copier services, meeting materials, and other office resources

• Order approved supplies and coordinate service or repair needs for administrative office equipment

• Assist with mail solicitations, incoming and outgoing mail, organizational correspondence, and donation lockbox monitoring

• Maintain organized administrative records, vendor information, service agreements, and office documentation

• Welcome and assist visitors, community partners, donors, Board members, volunteers, vendors, and other guests in a professional and courteous manner

• Respond to general administrative inquiries and direct individuals to the appropriate department or organizational representative

• Support organizational meetings, events, projects, and other operational needs as assigned

Collaboration & Organizational Support

• Work collaboratively with executive leadership, department leaders, Development staff, Finance, Human Resources, Operations, and other teams

• Attend leadership meetings, Development meetings, all-staff meetings, Board meetings, committee meetings, and professional-development opportunities as required

• Serve as a professional representative of IndyHumane when interacting with Board members, donors, volunteers, vendors, community partners, and members of the public

• Build positive and productive relationships across departments and organizational locations

• Maintain confidentiality regarding personnel, donor, financial, legal, governance, and organizational matters

• Support organizational priorities and adapt responsibilities as needs evolve

• Perform additional duties, projects, and assignments as needed

Required Qualifications

Education & Experience

• High school diploma or equivalent required

• Associate degree in Business Administration, Office Administration, Communications, Nonprofit Management, or a related field preferred

• An equivalent combination of relevant education, training, and professional experience may be considered

• Minimum three (3) years of progressively responsible administrative, executive-support, office-management, or related professional experience required

• Experience managing complex calendars, meetings, projects, deadlines, and competing priorities required

• Experience supporting senior executives, executive leadership, or a senior management team strongly preferred

• Experience drafting professional correspondence, reports, presentations, meeting materials, or executive communications required

• Experience handling confidential or sensitive information required

• Experience supporting Board governance, fundraising, donor relations, nonprofit leadership, or strategic projects preferred

Knowledge, Skills & Abilities

• Exceptional organizational, planning, time-management, and project-coordination skills

• Outstanding attention to detail and commitment to accuracy

• Ability to manage multiple assignments, deadlines, meetings, projects, and competing priorities in a fast-paced environment

• Excellent written, verbal, editing, proofreading, and interpersonal communication skills

• Strong ability to draft professional correspondence, executive communications, reports, presentations, and meeting materials

• Ability to prepare accurate, clear, and professional meeting minutes

• Ability to exercise sound judgment, discretion, diplomacy, tact, and professionalism

• Ability to maintain strict confidentiality regarding personnel, donor, financial, legal, governance, and organizational matters

• Ability to work independently, exercise initiative, and make appropriate decisions within established authority

• Ability to anticipate executive and organizational needs and proactively identify solutions

• Strong problem-solving and critical-thinking abilities

• Ability to organize and coordinate meetings, projects, events, travel, and executive activities

• Strong customer-service orientation and ability to build positive relationships with Board members, donors, staff, volunteers, vendors, and community partners

• Ability to communicate and collaborate effectively with individuals at all organizational levels

• Ability to work effectively with executive leadership and manage sensitive or high-priority requests

• Ability to adapt to changing priorities, deadlines, and organizational needs

• Ability to follow established policies, procedures, approval processes, and internal controls

• Ability to represent IndyHumane professionally in internal and external interactions

• Commitment to the mission, vision, values, and work of IndyHumane

Technical Skills

• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams

• Experience managing electronic calendars, meeting invitations, shared mailboxes, and scheduling systems

• Ability to create, format, edit, and maintain professional documents, spreadsheets, presentations, reports, and meeting materials

• Experience with Microsoft SharePoint or similar document-management and collaboration systems preferred

• Experience using donor-management, CRM, accounting, project-management, or business software preferred

• Ability to learn and effectively use organizational systems, including Sage Intacct, ShelterLuv, donor-management systems, key-card access systems, and other business applications

• Ability to maintain accurate electronic and physical records

• Ability to coordinate virtual, hybrid, and in-person meetings using appropriate technology

• Ability to troubleshoot routine administrative technology and office-equipment issues

Preferred Qualifications

• Five (5) or more years of progressively responsible administrative or executive-support experience

• Experience directly supporting a Chief Executive Officer, Executive Director, Chief Development Officer, or other C-suite leader

• Experience supporting multiple senior executives simultaneously

• Experience coordinating Board of Directors or committee meetings

• Experience preparing Board packets, governance records, formal meeting minutes, and official organizational documentation

• Experience working in a nonprofit, foundation, association, healthcare, education, government, or other mission-driven organization

• Experience supporting fundraising, donor relations, major-donor meetings, gift acknowledgments, sponsorships, or fundraising campaigns

• Experience preparing donor research, executive briefing materials, or relationship-management documentation

• Experience coordinating executive travel, expense reports, registrations, and reimbursement documentation

• Experience managing cross-departmental projects and strategic initiatives

• Experience with Sage Intacct, ShelterLuv, Bloomerang, Virtuous, or another CRM or business-management system

• Experience administering building-access, key-card, scheduling, reservation, or office-management systems

• Experience working in an animal welfare organization

Physical Requirements

• Ability to sit, stand, walk,