Administrative Assistant

Position Summary:

The Administrative Assistant plays a vital role in supporting the daily operations of the Community Foundation. This position provides administrative and clerical assistance to ensure smooth office functionality and supports the team’s philanthropic mission.

The ideal candidate is highly organized, detail-oriented, and committed to providing excellent service to donors, board members, and community partners.

Administrative Support

• Assist in the preparation of correspondence, reports, agendas, and board materials.
• Maintain organized filing systems, both digital and physical.
• Attend board and committee meetings to take, prepare, and distribute accurate and timely meeting minutes.
• Ensure minutes are archived appropriately and follow established formatting and approval processes.
• Coordinate board communication for meetings, orientations, and special events.
• Order office supplies and manage inventory.
• Accounts payable coding and entering invoices to be paid in accordance with the annual budget.

Receptionist Duties

• Greet and assist visitors in a professional and welcoming manner.
• Answer and route incoming calls; take messages as needed.
• Monitor general email inbox and respond or forward inquiries as appropriate.
• Maintain the cleanliness and organization of the reception and common areas.
• Accept deliveries and manage incoming/outgoing mail.

Donor and Grantmaking Support

• Assist with donor correspondence, acknowledgment letters, and event invitations.
• Support gift processing and data entry into the Foundation’s donor and grants management systems.
• Prepare grant award packets, mailings, and follow-up materials as needed.

Event and Meeting Coordination

• Support the planning and logistics of Foundation events.
• Help coordinate catering, room setup, registration, and materials.

Other Duties

• Support special projects and provide general assistance as needed.
• Maintain confidentiality and uphold professional and ethical standards aligned with the Foundation’s values.
• Answer telephone and provide customer service to constituents including fund advisors and community members.
• The Administrative Assistant may be asked to perform other duties from time to time, as needed, to ensure efficient office operations.

Qualifications

• Minimum of 2 years administrative experience; nonprofit or foundation experience preferred.
• Proficient in Microsoft Office Suite and general office technology.
• Familiarity with donor database systems (e.g., Foundant, Salesforce, Blackbaud) is a plus.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and meet deadlines.
• Professional demeanor with a commitment to the mission of philanthropy and community impact.
• Experience preparing meeting minutes or similar documentation is strongly preferred. 

Compensation & Benefits

• Salary range – $19-$21/hour, commensurate with experience.
• PTO aligned with scheduled hours on an annual basis.
• Professional development opportunities.