Executive Assistant

Purple ink; Muncie (IN); On-site; USD 40,000 - 45,000; Full time

Benefits offered by this job

Salary in the range of $40,000 - $45,0

403(b) with 8% employer contribution

Group health/dental/vision/life ins.

FSA for unafforded medical/dependent

Paid time off

Job summary

The Community Foundation of Muncie and Delaware County is seeking an Executive Assistant to support the President/CEO, coordinate complex calendars, and act as a welcoming point of contact for staff and guests.

You will help streamline workflows, prepare meeting materials, manage invoices, and assist with board meeting logistics, travel, and events, contributing to efficient day-to-day operations.

Qualifications

• Bachelor's or associate degree or three years of administrative experience.
• Experience supporting executive functions, calendars, and confidential information.
• Strong knowledge of Microsoft Office; Asana experience preferred.

Responsibilities

• Provides executive support to the President/CEO including schedule management and meeting prep.
• Coordinates complex calendars and meetings for leadership and staff.
• Prepares materials, takes notes, and assists with organization.
• Manages external grant reporting requirements and related documents.
• Greet visitors and support receptionist duties as a first impression specialist.
• Assists with office operations, billing, supplies, and filing.

Skills

Executive support

Calendar management

Proactive communicator

Detail oriented

Team collaboration

Customer service

Education

Bachelor's or associate degree

3 years admin experience

Tools

Asana

Microsoft Office

Outlook

Word

Excel

Job description

Do you thrive on keeping people, projects, and details organized? Are you a proactive communicator who enjoys supporting leaders, coordinating schedules, and creating a welcoming experience for others? Then you may be a great fit for the Executive Assistant role!

At The Community Foundation of Muncie and Delaware County, you are part of a team working to enhance the quality of life in Muncie and Delaware County. The Community Foundation has built a reputation as a trusted community partner and has a proven record of growth, innovation, and meaningful impact. Each individual on the team brings unique experiences, perspectives, advantages, and possibilities. Staff are supported in their roles within an environment that values all people.

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. This role requires excellent organizational and communication skills to ensure efficient day-to-day operations.

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)

Key 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 trackingforengaging meetings,convenings, experiences, and events.
• Work in partnership as a member of the operations team, and cross-collaborate with other Foundation staff as needed to meet the mission of the Foundation.

Each member of The Community Foundation team has a unique and vital role. While the above represents primary responsibilities for this role, opportunities for other responsibilities may arise.

Key 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

Competencies

• 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

EEO Statement

The Foundation is an Equal Opportunity Employer. Employment opportunities at the Foundation are based upon one's qualifications and capabilities to perform the essential functions of a particular job. All employment opportunities are provided without regard to race, ethnicity, religion, gender, sex (including sexual orientation and transgender status), pregnancy, childbirth, or related medical conditions, national origin, age, veteran status, disability, genetic information, or any other characteristic protected by law.
Many of our clients utilize E-Verify as part of their employment process.E-Verify is an Internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of their newly hired employees in the United States