Administrative Assistant – Testify! Project

Administrative Assistant – Testify! Project

We are seeking a resourceful, entrepreneurial Administrative Assistant who thrives in fast-paced, startup-style environments. This role provides critical day-to-day operational support to the Program Director, managing communications, scheduling, travel, logistics, and data systems while bringing initiative, adaptability, and creative problem-solving to every challenge. The ideal candidate is a self-starter who sees beyond the task list, anticipates needs, and takes ownership in a dynamic, mission-driven initiative.

Administrative Support

• 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
• Coordinate communications with partner organizations as directed

Travel Coordination & Event Facilitation

• 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

Required Qualifications

• 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

Preferred Qualifications

• Experience in nonprofit, faith-based, or educational organization settings
• Familiarity with project management tools (Asana, Trello, , 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)

Working Conditions

• Office-based position at Christian Theological Seminary (Indianapolis, IN)
• Standard business hours with occasional evening or weekend work for Testify! events
• Some physical requirements, including lifting up to 25 lbs

Application Process

• Review of applications will begin immediately and continue until the position is filled. Qualified candidates should apply online using the application link and submit the following:
• Resume highlighting relevant experience
• References will be requested before any initial offers
• Questions may be sent to human resources