Executive Assistant

The Community Foundation of Muncie and Delaware County is a trusted community partner dedicated to enhancing the quality of life in Muncie and Delaware County. Join a team that values unique experiences, perspectives, and an inclusive environment where staff are supported in their roles.

About the role

The Executive Assistant will streamline workflows, coordinate complex calendars, and act as a planning liaison between staff and stakeholders. The ideal candidate is proactive, detail-oriented, and able to anticipate needs, ensuring efficient day-to-day operations.

Responsibilities

• Provides executive support to the President/CEO, including schedule management, preparing for meetings, taking notes, and assisting with organization.
• Provides administrative support to other leadership or engagement staff, including managing complex schedules, coordinating meetings, taking notes, and preparing materials.
• Manages external grant reporting requirements for grants received by the Foundation, including requesting invoices or receipts, tracking budgets, submitting reimbursement requirements, and assuring post-grant reports are submitted.
• Assists with meeting preparation for board and committee meetings, including securing RSVPs and preparing appropriate materials.
• Coordinates creation and reminders of key team projects in Asana project management software and creates reporting.
• Serves as one of two first impression specialists at the Foundation, greeting visitors, answering phones, and serving as caretaker and concierge for staff needs.
• Provides support for office operations, assisting with ordering and organizing supplies, processing bills and invoices, large printing or mailing projects, scanning documents required for electronic filing, and managing paperwork.
• Assists with logistics including scheduling, catering, travel, location, preparing meeting materials, technical support, and budget tracking for engaging meetings, convenings, experiences, and events.
• Works in partnership as a member of the operations team and cross-collaborates with other Foundation staff as needed to meet the mission of the Foundation.

Qualifications

• Bachelor’s or associate degree or three years of equivalent administrative experience.
• Experience supporting executive administrative functions, working with complex calendars, and handling confidential information.
• Working knowledge of Microsoft Office products, especially Outlook, Word, and Excel; experience with Asana project management software preferred.
• Billing or invoicing experience.
• Experience working with customers or donors and confidential information.
• Experience with grant reporting preferred.

Skills

• Excellent verbal, written, and interpersonal communication skills.
• Excellent organizational skills and a high level of attention to detail.
• Excellent customer service skills.
• Ability to effectively work independently and as a team member.
• Ability to multitask and take direction from multiple people.
• Demonstrated responsibility and integrity.

Benefits

• Salary in the range of $40,000 - $45,000.
• 403(b) offered upon date of hire with 8% employer contribution after one year and one month of service.
• Group medical, dental, vision, and life insurance upon date of hire (no waiting period).
• Unreimbursed medical and dependent day care flexible spending accounts available upon date of hire (no waiting period).
• Paid time off, including vacation, sick, and community service days (no waiting period).