Administrative Scheduling Coordinator for The Indianapolis Foundation
Job Type
Full-time
Description

  

Administrative Scheduling Coordinator for The Indianapolis Foundation- The Administrative Scheduling Coordinator provides critical administrative and scheduling support, primarily managing the complex calendar for the President of the Indianapolis Foundation. Reporting directly to the Executive Officer to the President, this role is crucial in maintaining an organized and professional office environment and ensuring efficient operational flow.


Central Indiana Community Foundation, The Indianapolis Foundation, Hamilton County Community Foundation and Women’s Fund of Central Indiana are a $1 billion collective of philanthropic organizations committed to making Central Indiana a community where all individuals have equitable opportunity to reach their full potential – no matter place, race, or identity. For more than 100 years, we have helped people invest in the causes that matter most to them, awarded grants to effective not-for-profit organizations, and provided leadership to make Central Indiana a better, more beautiful, more equitable community.


Our values include anti-racism, authentic relationships, inclusivity, leadership, effectiveness and sustainability.


What We’re Looking For: The Administrative Scheduling Coordinator provides critical administrative and scheduling support, primarily managing the complex calendar for the President of the Indianapolis Foundation. Reporting directly to the Executive Officer to the President, this role is crucial in maintaining an organized and professional office environment and ensuring efficient operational flow.


Essential Functions and Responsibilities:

  • Calendar Management: Meticulously manage and coordinate a high volume of appointments and meetings for the President, synchronizing schedules with executive leadership team members as necessary.
  • Travel Coordination: Arrange and manage all aspects of travel and associated logistics for the President, maintaining detailed and accurate travel documentation.
  • Meeting and Board Support: Assist in the preparation and coordination of board meetings, including document preparation, distribution, and logistical support.
  • Communication and Documentation: Utilize excellent verbal, written, and interpersonal communication skills to handle sensitive information and maintain accurate contact and distribution lists for the President’s office.
  • Expense Management: Manage and prepare documentation for expenses incurred, including processing expense reports, invoice payments, and sponsorship payments.
  • Confidentiality and Compliance: Maintain the confidentiality of all sensitive information, ensuring compliance with organizational policies and procedures.
  • Project Assistance: Support special projects as directed by the Executive Officer to the President.
  • Backup and General Support: Serve as a backup to the Executive Officer to the President and undertake additional duties to support the President’s office.
Requirements

  

  • Associate degree or higher, or equivalent experience with at least five years in a senior executive support role.
  • Extensive experience in managing a high-volume appointment calendar and coordinating executive travel.
  • Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint), with excellent proofreading skills and a detail-oriented approach.
  • Demonstrates a professional demeanor, initiative, and good judgment; capable of prioritizing multiple tasks and objectives.
  • Proven ability to foster an inclusive environment that reflects the broad diversity and backgrounds of the community and organization.
  • Must exhibit a professional demeanor, initiative, good judgment and the ability to prioritize multiple objectives.
  • Must demonstrate the ability to promote an inclusive environment that reflects the broad diversity and backgrounds represented by staff and community in which every individual feels respected and valued.


What You Get:

  • 50,000 (non-exempt) salary plus generous benefits, including:
  • Employer-provided health, dental, vision 
  • 7% percent employer discretionary 403b contribution
  • Potential for an annual bonus based on organizational and individual performance
  • 10.5 paid holidays, including MLK Day and Juneteenth
  • 20 PTO Days
  • Flexible hybrid office environment (in the office three days a week). Home base–English Foundation Building in downtown Indianapolis in a newly renovated office space conveniently located just steps from Mass Ave.
  • Occasionally working outside of standard business hours
  • An opportunity to do meaningful, results-driven work with a passionate, diverse team, supporting organizations that are committed to building and maintaining a strong, equitable and supportive culture for our team of changemakers.



EQUAL EMPLOYMENT OPPORTUNITY EMPLOYMENT:  

Central Indiana Community Foundation, The Indianapolis Foundation, Hamilton County Community Foundation and Women’s Fund of Central Indiana are equal opportunity employers that seek to recruit persons of diverse backgrounds and to support their retention and advancement. Justice is one of our core values, and we are committed to fostering a workplace culture inclusive of people with respect to their race, ethnicity, national origin, gender/gender identity, sexual orientation, socioeconomic status, veteran status, marital status, age, disabilities, political affiliation, religious beliefs or any other characteristic. Our commitment to justice and diversity also means providing a work environment that is welcoming, respectful, and engaging. 

Our mission is to mobilize people, ideas and investments to make Central Indiana a community where all individuals have equitable opportunity to reach their full potential—no matter place, race or identity. 

Racism deeply impacts the well-being of our communities, compounding existing disparities and creating intersectional barriers. We strive to name and address these barriers through community engagement and assessment, relevant and effective policy creation, and organizational accountability methods. We support initiatives that address all forms of oppression, however, maintaining an explicit focus on race is essential to advancing equity across our communities. Improving outcomes for people of color will improve outcomes for everyone.