Foundation Administrative Specialist (Part-Time, On-Site)

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

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.).