Central Indiana Community Foundation is hiring: Executive Assistant to the Chief

Job Title: Executive Assistant to the Chief Executive Officer

FLSA: Exempt

Position Type: Full-Time

Salary: $65,000

Organization: Central Indiana Community Foundation

Reporting To: Chief Executive Officer, CICF

About Us:

Central Indiana Community Foundation, The Indianapolis Foundation, Hamilton County Community Foundation and Women’s Fund of Central Indiana are a $1 billion collective of philanthropic organizations committed to making Central Indiana a community where all individuals have equitable opportunity to reach their full potential – no matter place, race or identity. For more than 100 years, we have helped people invest in the causes that matter most to them; awarded grants to effective not-for-profit organizations; and provided leadership to make Central Indiana a better, more beautiful, more equitable community. Our values include anti-racism, authentic relationships, inclusivity, leadership, effectiveness and sustainability.

Job Summary:
The Executive Assistant to the CEO of Central Indiana Community Foundation provides comprehensive administrative support to the executive office, supports the CICF executive leadership team and Liaises with board members. This role requires exceptional organizational skills, strong communication abilities, and the ability to handle confidential and sensitive information with discretion. The Executive Assistant to the CEO plays a critical role in ensuring the smooth functioning of executive-level operations and contributes to the overall efficiency and effectiveness of the organization.

Essential Responsibilities:

• Executive Support: Provide comprehensive support to the CEO and executive leadership team. Manage and prioritize critical and confidential information efficiently within a fast-paced professional environment.
• Calendar and schedule management: Manage the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements. Coordinate with internal and external stakeholders to ensure optimal use of the CEO’s time and prioritize commitments.
• Communication and correspondence: Handle all incoming and outgoing communication on behalf of the CEO, including emails, phone calls, and written correspondence. Draft, review, and edit documents, presentations, and reports as needed. Maintain contact information in database.
• Meeting coordination: Plan, organize, and coordinate meetings, conferences, and events. Prepare meeting agendas, take minutes, and distribute relevant materials. Follow up on action items and ensure timely completion of tasks. This includes room accommodation, guest parking, catering, audio visual equipment, meeting refreshments and other incidentals as required.
• Travel arrangements: Arrange travel logistics for the CEO, including flight bookings, accommodation, and transportation. Prepare travel itineraries and provide necessary documentation.
• Information management: Maintain an organized filing system for documents, records, and confidential information. Retrieve and compile data, reports, and presentations as required. Conduct research and gather relevant information for executive decision-making.
• Relationship management: Build and maintain effective working relationships with internal and external stakeholders, including clients, board of directors, partners, and colleagues. Serve as a liaison between the president and other departments or individuals within the organization.
• Expense management: Track, reconcile, and report expenses related to the president's activities. Prepare expense reports and ensure adherence to budgetary guidelines.
• This list is not intended to be exhaustive; additional duties related to this position may be assigned as needed.

Qualifications and Skills:

• Bachelor's degree or equivalent experience in a related field.
• Proven experience as an executive assistant or in a similar administrative role supporting senior management.
• Strong organizational skills with the ability to prioritize and multitask effectively.
• Excellent verbal and written communication skills.
• Proficient in using office productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Canva, Outlook) and other relevant software. Knowledge of OnBoard meeting electronic platform software, Paylocity payroll management software is helpful.
• Discretion and professionalism in handling sensitive information.
• Strong attention to detail and accuracy.
• Ability to work independently and proactively anticipating needs and taking initiative.
• Flexibility to adapt to changing priorities and deadlines.
• Strong interpersonal skills and the ability to work collaboratively with individuals at all levels of the organization.
• Ability to travel between multiple office locations and off-site premise events.
• Additional responsibilities may be required outside of regular business hours as needed.

Working Conditions:

Flexible hybrid office environment (in office three days a week). Home base–English Foundation Building 615 N. Alabama St., Indianapolis.

CICF offers competitive salary and benefits including:

• Salary:$65,000
• 403(b) Retirement Plan with company match
• Health, Dental, Vision and Pet Insurance
• Health Savings Account (HSA) or Flexible Spending Account
• Potential for an annual bonus, based on organizational and individual performance
• Paid Time Off (PTO) and 10.5 Paid Holidays

EQUAL EM PLOYMENT OPPORTUNITY:

Central Indiana Community Foundation, The Indianapolis Foundation, Hamilton County Community Foundation and Women’s Fund of Central Indiana are equal opportunity employers that seek to recruit persons of diverse backgrounds and to support their retention and advancement. Justice is one of our core values, and we are committed to fostering a workplace culture inclusive of people with respect to their race, ethnicity, national origin, gender/gender identity, sexual orientation, socioeconomic status, veteran status, marital status, age, disabilities, political affiliation, religious beliefs or any other characteristic. Our commitment to justice and diversity also means providing a work environment that is welcoming, respectful, and engaging.

Our mission is to mobilize people, ideas and investments to make Central Indiana a community where all individuals have equitable opportunity to reach their full potential—no matter place, race or identity.