Administrative Assistant – Testify! Project

About the role

Christian Theological Seminary - Two Schools One Mission CTS is a fully accredited ecumenical academic learning community offering graduate programs through its School of Theology and School of Counseling, as well as accessible mental health services through the Counseling Center. Additionally, it collaborates with the Faith & Action Project to mitigate poverty. Located in Indianapolis. Related to the Christian Church (Disciples of Christ), we welcome people of all denominations, faith expressions, and spiritualities. Our community diversity helps us create an intellectually rigorous, spiritually formative, and emotionally supportive education that equips our students to go into the world and serve—whether that’s in the church or the broader community.

Responsibilities

• Manage Program Director's calendar and schedule meetings with church partners, artists, and stakeholders
• Process correspondence and respond to routine inquiries
• Prepare meeting materials, agendas, and minutes
• Maintain organized filing systems for project documentation
• Cookordination communications with partner organizations as directed
• Coordinate end-to-end travel logistics for staff and program participants, booking flights, hotels, and ground transportation, managing itineraries, and handling last-minute changes with composure
• Facilitate and support city-wide events and retreats, including on-site logistics coordination, registration management, vendor communications, and attendee experience
• Co-facilitate or support program sessions, workshops, or convenings as needed, stepping in where gaps arise and keeping events on track
• Coordinate with caterers, venues, and vendors; manage timelines and checklists to ensure smooth execution
• Provide on-site administrative and facilitation support during Testify! events, including occasional evening and weekend coverage
• Office & Project Support: Proofread and copy-edit correspondence, grant documentation, and program materials with strong attention to detail; Maintain office supplies and materials inventory; coordinate with CTS departments on cross-functional administrative needs
• Bring an entrepreneurial mindset to operational challenges, identifying inefficiencies, proposing solutions, and implementing improvements without waiting to be asked
• Perform other duties as assigned; adapt quickly as project priorities evolve

Requirements

• The successful candidate will report to the program director and should possess the knowledge, skills, and ability to fulfill the essential functions of the position and demonstrate successful experience and proficiency in the following:
• Associate degree or higher, or equivalent combination of education and experience
• Minimum 2 years of administrative support experience in a fast-paced environment
• Proficient in Microsoft Excel - comfortable with formulas, filters, and data organization for reporting and tracking purposes
• Proficient in Microsoft Office Suite (Word, Outlook, PowerPoint) and SharePoint for document management and team collaboration
• Experience coordinating travel logistics for staff or program participants, including booking, itinerary management, and real-time problem-solving
• Experience facilitating or co-facilitating events, workshops, meetings, or convenings
• Entrepreneurial spirit - takes initiative, identifies opportunities for improvement, and operates effectively with autonomy in ambiguous or evolving situations
• Demonstrated ability to manage competing deadlines and adapt quickly to shifting priorities
• Excellent written and verbal communication skills with a professional demeanor
• Strong attention to detail and reliable follow-through in a high-accountability environment

Qualifications

• Preferred Qualifications: Experience in nonprofit, faith-based, or educational organization settings; Familiarity with project management tools (Asana, Trello, Monday.com, Notion, or similar); Prior startup or initiative-stage project experience; Comfort with AI productivity tools (Microsoft Copilot, ChatGPT) to streamline administrative workflow; Basic video conferencing and virtual event facilitation skills (Zoom Webinar, Teams Live Events, or similar)