Executive Assistant

Executive Assistant Position Description

Job Title:      Executive Assistant

Reports to:   Executive Director

Job Type:     On-site, Hourly, Part-time, 20 hours per week

Location:     Piqua, Ohio

The Piqua Community Foundation encourages charitable giving to benefit the citizens of Piqua and provides a variety of methods for donors to help fulfill their charitable giving wishes. The Executive Director oversees the leadership and management of The Piqua Community Foundation. The Executive Assistant is a part-time role designed to support the Executive Director and be an integral part of the professional team implementing The Foundation’s services, programs, and administrative functions.

Position Description:

The Executive Assistant ensures a positive experience for community and Foundation partners by handling day-to-day general operational office administration. This role supports the Executive Director with specific responsibilities in record-keeping, communication, and grant and scholarship activities.

Essential Position Functions:

General Office Administration

·        Perform general clerical duties

·        Maintain a positive attitude and be the first point of contact for visitors, Board and Committee members,

donors, and community leaders

·        Uphold confidentiality for donor database and fund information

·        Oversee office equipment and supplies, ordering as needed

·        Ensure office and meeting spaces are organized, clean, and stocked

·        Organize and schedule Foundation meetings as needed

·        Maintain and organize files for funds

·        Proofread and edit materials to ensure proper format, accuracy, and clarity

·        Assist with public relations materials as needed

·        Answer phone calls and handle email correspondence, including managing the general Foundation email

account

·        Assist and provide backup to the Executive Director on various operational tasks

·        Provide special event assistance as needed

Database Management & Gift Acknowledgements

·        Manage donation intake and record-keeping across all funds

·        Accurately record gift receipts and prepare all gift acknowledgement letters

·        Prepare deposits

·        Assist with preparing data and reports as needed.

Grants & Scholarship Administration:

·        Ensure information about The Foundation’s grant and scholarship programs is available to all

partners/applicants

·        Oversee all administrative duties related to grant and scholarship programs, including processing applications,

maintaining records, follow-up communication with applicants, and creating award and regret letters

·        Prepare resources and grant information for review committees

·        Assist with coordinating distribution of awards, collecting photos, and other related information for marketing

·  Perform other duties as assigned. The above duties describe the general requirements for this job and are not

an exhaustive list of responsibilities or requirements.

Requirements:

·        Positive attitude and passion for assisting the residents of Piqua

·        Associate degree or higher in office or business administration, or equivalent experience

·        Comprehensive knowledge of office procedures

·        Proficiency in Microsoft Office and Google applications; ability to learn community foundation database

software

·        High level of interpersonal skills for interacting with various stakeholders

·        Ability to handle confidential information professionally

·        Effective written and verbal communication skills

·        Strong organizational skills

Salary and Benefits:

·        Paid time off

·        Compensation is competitive and will be discussed during the interview process

·        The Foundation does not offer insurance or retirement benefits

Contact Us to Apply:

To apply for this position, please submit a cover letter, resume and three professional references to Executive Director Kalette N. Hittle at kalette@piquacommunityfoundation.org. The position will remain open until a qualified candidate is found.

Date Posted: August 8, 2024