Project Assistant, Operations
Indianapolis, IN Operations
Job Type



Purpose: Provides administrative support to ensure efficient operations of INAEYC and its programs. Provide data entry, quality assurance, and administrative support to Association projects and events. Assists with event planning for the annual conference. Responsible for confidential and time-sensitive material. 

Position Status: Full Time/Non-Exempt Status

Position Location: Main office. This position is eligible for remote work up to three days per week after an introductory period.

Reports To: Senior Director, Operations

Classification: Program Manager II

Qualifications:  Associate’s degree required. Bachelor's degree preferred.


  1. Good understanding of office management principles.
  2. Five years of practical work, nonprofit or a fast-paced office environment. 
  3. Bilingual      Spanish/English is highly desired.
  4. High level of organizational and communication skills. 
  5. Must be organized, detail-oriented, and can prioritize work.
  6. Demonstrated ability to deliver outstanding customer service.
  7. Demonstrated ability to work well with diverse customer populations.
  8. Ability to foster effective working relationships within a team environment.
  9. Strong interpersonal skills and ability to work effectively at all levels of the Association.
  10. Strong skillset with Office 365, especially with the use of Excel. Comfortable with using Microsoft Teams to collaborate with remote staff. Zoom hosting skills are a plus. 
  11. Writing, editing, and proofing skills.
  12. Ability to adapt readily to change.
  13. Must be able to occasionally travel (2-3 times per year) and attend meetings on evenings and weekends, especially during the Association’s annual conference.
  14. Ability to stand or sit for long periods.
  15. Ability to lift and carry up to 20 pounds. 



Position Responsibilities:

Event Registration and Annual Conference

  1. Works closely with operations staff in the processing of event registrations and ticket sales; communicating with event attendees and exhibitors.
  2. With members of the Operations Team, generate leads for Conference Exhibitor.
  3. Processes registrations and handles logistics for the Exhibit Hall.
  4. Assists      Senior Director with tracking Conference sponsorships and ensuring that sponsors receive the appropriate recognition. 
  5. Maintain a high degree of visibility during the Annual Conference.
  6. Maintains various spreadsheets and databases.
  7. Assist in the reconciliation of event revenues and expenses.
  8. Produces nametags, registration lists, and other reports as needed.

Quality Assurance

  1. Maintain Association files in accordance with strict federal and state requirements.
  2. Track incoming project applications, review for completeness using appropriate screening tools, and advise on missing documentation according to Association procedures. 
  3. Treat all information regarding Indiana Association for the Education of Young Children’s staff, clients, and Board members in a confidential manner.

Administrative Support

  1. Produces the Monthly Membership Report for leadership and the Board. 
  2. Responsible for ensuring a high level of customer service and support to all Association members and customers. 
  3. Route telephone calls, manage entrance access, process incoming and outgoing mail, faxes, and general email messages;      Assist with assembling and mailing recruitment packets and other information requests as necessary.
  4. Order and maintain an inventory of all office supplies. 
  5. Pick up/drop off mail at the post office. 
  6. Enthusiastically answer questions about membership in the Association, its mission, and its projects. Assist new members with the enrollment process. Ensure that members are increasingly gaining personal value from their membership in the association by providing exceptional customer service.
  7. Responsible for scheduling the IAEYC and Building conference rooms. Along with the Operations team, assist with meeting logistics as necessary.
  8. Along with all Indiana AEYC staff, maintain the cleanliness of the IAEYC conference rooms, kitchen, and front office; and
  9. Performs other tasks as requested.

Working Conditions:

  1. Must be able to occasionally travel (2-3 times per year) and attend meetings on evenings and weekends, especially during the Association’s annual conference.
  2. Ability to stand or sit for long periods.
  3. Ability to lift and carry up to 25 pounds.