Administrative Assistant

Allen Whitehill Clowes Charitable Foundation; Indianapolis (IN); On-site; USD 21,000 - 29,000; Part time

Job summary

Allen Whitehill Clowes Charitable Foundation is seeking an Administrative Assistant to provide clerical support for day-to-day operations. The role supports Foundation leaders and board members by managing calendars, coordinating meetings, preparing correspondence, and maintaining records in a professional, confidential manner.

The position is part-time, non-exempt, hourly, with on-site work and a 28-hour weekly schedule (Mon–Thu, 9:00 a.m. – 4:00 p.m.).

Qualifications

• High school diploma or equivalent required.
• Proficiency in Google and Microsoft Office applications.
• Strong written and verbal communication skills.
• Excellent organization, time management, and detail orientation.
• Ability to manage multiple priorities and deadlines.
• Discretion with confidential information and sound judgment.
• Ability to work independently and with a team.

Responsibilities

• Manage calendars, schedule appointments, and coordinate meetings; prepare agendas and follow-up items.
• Answer, screen, and direct calls, emails, mail, and visitor inquiries professionally.
• Prepare, proofread, format, and distribute letters, reports, and presentations.
• Maintain accurate electronic and physical filing systems and databases.
• Assist with event planning and meeting logistics.
• Produce reports and handle data entry with accuracy.
• Protect confidential information and exercise professional discretion.
• Perform additional duties to support Foundation leaders and board members.

Skills

Time management

Written and verbal communication

Attention to detail

Discretion and confidentiality

Independent and collaborative work

Education

High school diploma

Associate or bachelor's degree (preferred)

Tools

Google Workspace

Microsoft Office

Office equipment (printers/copiers)

Job description

Administrative Assistant

Position Summary

The Administrative Assistant provides administrative and clerical support to ensure efficient day-to-day office operations for the Allen Whitehill Clowes Charitable Foundation, Inc. (the "Foundation"). This role supports Foundation leaders and board members by managing calendars, coordinating meetings, preparing correspondence and reports, maintaining records, and serving as a professional point of contact for internal and external stakeholders. The Administrative Assistant is expected to exercise sound judgment, maintain confidentiality, follow established office procedures, and manage multiple priorities with accuracy and professionalism.

Reports To

Office Manager of the Foundation

Classification

Part-time, non-exempt, hourly. This position is eligible for overtime pay in accordance with the Fair Labor Standards Act and Indiana law. The Administrative Assistant must accurately record all time worked, including any work performed before or after scheduled hours.

Work Location

In-office. This position must be performed on-site at the Foundation's office and is not eligible for remote or hybrid work.

Work Schedule

This position's standard workweek is 28 hours weekly, Monday through Thursday, 9:00 a.m. to 4:00 p.m. The Administrative Assistant is expected to be present in the office during all hours the office is open. Work outside the regular schedule, including any overtime, must be approved in advance by the President of the Foundation.

Essential Duties and Responsibilities

• Manage calendars, schedule appointments, and coordinate meetings; develop meeting agendas, materials, and follow-up items as directed.
• Answer, screen, and direct phone calls, emails, mail, and visitor inquiries in a timely and professional manner.
• Prepare, proofread, format, and distribute correspondence, reports, presentations, meeting notes, and other documents.
• Maintain accurate electronic and physical filing systems, records, databases, and contact lists.
• Assist with event planning, meeting logistics, and other projects.
• Compile information, produce reports, and perform data entry with a high degree of accuracy.
• Handle sensitive and confidential information with discretion and professionalism.
• Perform other duties as assigned to support Foundation leaders and board members.

Required Qualifications

• High school diploma or equivalent required.
• Proficiency in Google and Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Strong written and verbal communication skills.
• Excellent organization skills including time management and attention to detail.
• Ability to manage multiple priorities, meet deadlines, and adapt to changing needs.
• Demonstrated professionalism, integrity, discretion, and sound judgment, and ability to manage confidential information.
• Ability to work independently and collaboratively in a team environment.
• Basic proficiency with office equipment and common business technology.

Preferred Qualifications

• Associate or bachelor's degree in business administration or a related field.
• Two or more years of administrative, office support, or related experience.
• Experience supporting senior leaders or multiple team members.
• Prior experience coordinating meetings, filing systems, and office organization.
• Familiarity with records management.

Core Competencies

• Customer service
• Professional communication
• Problem-solving and sound judgment
• Confidentiality and integrity
• Collaboration and teamwork
• Accuracy and attention to detail

Work Environment and Physical Requirements

This position operates in a professional office environment and routinely uses standard office equipment such as computers, phones, printers, and copiers. The role may require prolonged periods of sitting, frequent use of hands and arms for computer and office tasks, occasional standing or walking, and the ability to lift or move office materials up to 15 pounds.

Additional Information

This position description is intended to describe the general nature and level of work being performed and is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Duties may be changed, expanded, reduced, or assigned over time based on organizational needs.

Equal Opportunity Employer

We are committed to creating an inclusive workplace and providing equal employment opportunities to all employees and applicants in accordance with applicable laws and regulations.