Administrative Assistant

Paylocity; Aurora, Northern (IL, KY); Hybrid; USD 25,000 - 30,000; Part time

Job summary

The Community Foundation of the Fox River Valley is seeking an Administrative Assistant to provide general administrative support to the Foundation's senior leadership and staff in a part-time capacity. The role offers a welcoming environment with varied daily tasks to support a small, enthusiastic team.

The position requires handling calls, mail, calendar coordination, event planning, data entry, and report preparation, while assisting the President and CEO and the Board as needed.

Qualifications

• Bachelor’s Degree preferred.
• Highly organized and detail-oriented.
• Outstanding communication and interpersonal skills.
• Proficient with computers and Microsoft Office 365.
• Experience with databases and software packages.
• Ability to manage multiple tasks simultaneously.
• Not-for-Profit experience is a plus.
• Event experience is preferred.

Responsibilities

• Receive calls and walk-ins and direct to staff.
• Receive and disseminate Foundation mail and related tasks.
• Coordinate internal Foundation calendar for staff meetings.
• Coordinate meetings and events, including food and venue planning.
• Keep the office and supplies organized.
• Support staff with data entry, scanning, reports, and packet preparation.
• Assist the President & CEO and Board as needed.

Skills

Highly organized

Attention to detail

Outstanding communication

Interpersonal skills

Proficient computer skills

Ability to manage multiple tasks

Education

Bachelor’s Degree preferred

Tools

Microsoft Office 365

Job description

Description

Position Type: Part-Time/ 20-25 hours/week

Reports To: President and CEO

Summary: The Administrative Assistant is responsible for providing general administrative support to the Foundation's senior leadership and staff. The Administrative Assistant offers a welcoming and supportive environment for all the Foundation’s stakeholders. The daily activities fluctuate depending on the organization's needs.

Responsibilities for this position include, but are not limited to, the following, in addition to other duties as assigned by the President and CEO.

The individual must be able to adapt to the ebbs and flows of the office, handling various tasks simultaneously from all staff and stakeholders. It is a high-paced environment with a small, but determined and enthusiastic team.

Primary Responsibilities

• 1. Receive phone calls and walk-ins from stakeholders and provide support or direct them to the appropriate staff;
• 2. Receive and disseminate Foundation mail, including pick-ups from the post office, bulk mailings, etc. as needed.
• 3. Coordinated internal Foundation calendar as it relates to staff meetings, holidays, etc.;
• 4. Coordinate Foundation meetings and events, including assisting in ordering food and refreshments, assisting in planning event locations, and confirming attendance.
• 5. Keep the office and all supplies organized.
• 6. Support staff with various office activities, including data entry, scanning of documents, compiling reports, preparing packets of materials, and miscellaneous items as needed for programs.

President and CEO/Board of Directors

• 1. Support the President and CEO with scheduling and coordinating meetings with internal and external stakeholders, donors, and partners as needed;
• 2. Assist the President and CEO with reports for the meetings, as needed.
• 3. Coordinate board of directors and executive committee meetings as needed.
• 4. Prepare minutes for meetings as needed.
• 5. Assist in supporting the Board of Directors and other stakeholders, as needed.

Regular operating hours are Monday through Friday, 8:30 am - 5:00 pm. Some weekends and evenings may be required and will be planned in advance.

Working Conditions

This job operates in a clerical office setting. This role routinely uses standard office equipment, including computers, phones, photocopiers, scanners, filing cabinets, and fax machines.

Physical Requirements

The employee must be able to sit and/or stand for up to eight (8) hours a day and occasionally lift up to twenty (20) pounds.

The employee is required to have close visual acuity to perform activities such as preparing and analyzing data and figures, transcribing, viewing a computer terminal, and extensive reading.

Hiring Policy

The Community Foundation of the Fox River Valley considers applications for all positions without regard to gender, race, color, religion, age, national origin, ancestry, disability, political affiliation, marital status, sexual orientation, or any other legally protected status.

About Us

The Community Foundation of the Fox River Valley is a collection of individual funds and resources given by local citizens to enhance and support the quality of life in the Fox River Valley. Foundation funds are used to provide grants to non-profit organizations and scholarships to area students. The Community Foundation of the Fox River Valley serves the City of Aurora, and Kane and Kendall Counties in Illinois. We are a tax-exempt public charity that allows individuals, businesses, and other nonprofit organizations to establish permanent endowments and temporary funds within a single large foundation.

Requirements

Qualifications

• 1. Bachelor’s Degree preferred
• 2. Highly organized and creative, with extreme attention to detail
• 3. Outstanding communication and interpersonal skills
• 4. Proficient computer skills
• 5. Experience with databases and software packages, including Microsoft Office 365.
• 5. Ability to manage multiple tasks simultaneously
• 6. Not-for-Profit experience is a plus
• 7. Event experience is preferred