Community Foundation Hiring Administrative Assistant

May 06, 2019

Administrative Assistant - Full Time

Reports to: President

Salary Range: negotiable, depending on experience and qualifications

Hours: M-F, 8 a.m. - 4 p.m.

Role: This individual provides administrative and clerical support to a ten-member team, which includes the President of the Foundation, Chief Donor Engagement Officer, Chief Financial Officer, and the program and development teams. The position reports to the Foundation President but supports all members of the team.

Duties and Responsibilities:

  • 45% of time: Daily administrative activities: opening and distributing mail, answering phone, directing calls, updating online profiles, greeting guests, preparing meeting rooms, maintaining meeting calendars, purchasing supplies, maintain grant files, filing and organizing office.
  • 25%: Support work of program team, development team, Chief Financial Officer, Chief Donor Engagement Officer and Foundation President, including scheduling meetings and assisting in the preparation of meetings; assist with planning and logistics for local training, events, and conferences presented by the Foundation.
  • 20%: Enter deposits in daily log, prepare bank deposits, scan deposits prior to taking to bank or overnighting to Fifth Third. Organize vendor invoices as received via mail or email. Enter A/P invoices into software, print A/P and grant checks. Eventually assign general ledger codes to payables and review gift entry.
  • 10%: Prepare Board Docket and Minutes: organize agenda for Board of Trustees and Hancock Properties board meetings; assemble electronic documents, upload to Drop Box, communicate/troubleshoot with Board members regarding access to documents. Take minutes during meetings, prepare timely draft minutes for approval by CEO and CFO.

Number of employees that will be supervised: None; communication with donors, board members and community leaders.


Education: Minimum Associate’s Degree in Applied Business or similar

Licensure, Certification, Registration: none required; Microsoft Office certification or related training preferred.

Experience: Two years’ experience in a banking or financial services environment preferred. Strong customer/donor relationship experience required.

Special Knowledge, Skills, and Abilities: Strong keyboarding skills. Strong office technology skills, i.e. phone, copier, database. Detail oriented and strong organizational skills. Clear background check; bondable.

Microsoft Office: high proficiency in Word, Excel, Outlook; some proficiency in PowerPoint.

For Questions or Applications

Please email resumes and cover letters to