The Administrative Assistant supports the Community Foundation’s mission of “engaging people, building resources and enriching lives” in Clay, Sullivan and Vigo counties. This position provides professional front-office and administrative support by managing reception and public inquiries, processing incoming donations and deliveries, coordinating daily mail, and monitoring local media for relevant Community Foundation coverage.
The Administrative Assistant will work closely with the President and CEO and Executive Assistant to provide administrative and operational support operations within the Community Foundation. Such support includes:
· Provide administrative support to the Executive Assistant, including maintaining gift, donor, and fund records; preparing donor correspondence and staff meeting agendas; ordering and maintaining promotional item inventory; compiling and maintaining donor materials; and performing assigned duties in the Executive Assistant’s absence.
· Oversee conference room scheduling and use, including responding to outside agency requests, arranging the room for meetings, and coordinating refreshments and necessary materials.
· Assisting with special events as needed. Such responsibilities might include, but are not limited to, mailing invitations, receiving and recording RSVPs, helping with setup and assisting at the event.
· Assisting the Community Engagement and Outreach Officers with Giving Circles, including preparing materials for meetings, maintaining records and other duties as assigned.
· Assisting with the annual Dictionary Project by coordinating student counts with schools in the three counties, ensure proper labeling and sorting and overseeing the labeling by volunteers.
· Maintain records for the Foundation’s Legacy Society, which recognizes individuals who have included the Foundation in their estate or planned giving arrangements, and assist with planning outreach and recognition events and activities for Legacy Society members and prospective members.
· Assisting staff as requested. Such tasks might include, but are not limited to, preparing correspondence, presentation materials or reports, filing, scheduling appointments, and making phone calls.
The Work Hours
This is a full-time, non-exempt position. Work hours are Monday through Friday from 8:00 am to 5:00 pm.
Salary and Benefits
The base salary range for this position is $17-$20 per hour, with final compensation determined based on experience and qualifications. Please note that the Community Foundation does not provide employer-sponsored health insurance. In lieu of employer-provided health insurance, the position includes a Cafeteria Plan consisting of an additional $12,000 annual allotment, which the employee may elect to receive as additional wages or apply toward other benefits. The Community Foundation provides a cell phone stipend, an employer funded 403(b) retirement plan and generous paid time-off benefits.
Our Work Environment
Professional, yet fun, with supportive coworkers who are passionate about carrying out the mission of the Community Foundation to strengthen the Wabash Valley Community.
Our Organization
The Wabash Valley Community Foundation is one of the fastest growing nonprofit organizations in the area. With a reputation as a trusted community partner, it has a proven record of growth, innovation and meaningful impact. It continues to strengthen its service to our three counties, grow its financial position and increase awareness of its work and impact. This is possible through a consistent investment in the talent of our employee team. With a primary purpose of receiving, investing and managing charitable contributions as permanent endowments according to the charitable intentions of our donors, the Community Foundation stewards over 800 distinct funds totaling over $128 million and awarded more than $4.5 million in grants and scholarships in 2025.
Our Vision: Our vision guiding our work is to make the Wabash Valley a healthy, educated and thriving community.
Our Mission: The Mission of the Wabash Valley Community Foundation is engaging people, building resources and enriching lives.
Our Values: The core values of the Wabash Valley Community Foundation guide the decision and actions of our staff. We commit ourselves to:
· Integrity– We are honest and ethical in our approach. We value and respect all people and believe that building trust builds a better community.
· Accountability – We measure ourselves against the highest standards of philanthropy, stewardship and fiscal responsibility.
· Collaboration – We work strategically in partnership with others and provide leadership when needed to achieve our vision.
· Transparency– We communicate, both internally and externally, with candor, honesty and respect.
Qualifications
· A minimum of 3 years relevant experience in administrative operations or as a volunteer leader.
· Proficiency in Microsoft applications, including Word, Excel and PowerPoint, and other office technology, with the ability to learn and adapt to new software and systems. Experience with Google Workspace and Canva preferred.
· Strong oral communication and interpersonal skills, with the ability to professionally and effectively interact with the public and individuals from a variety of backgrounds.
· Excellent written communication skills, including the ability to prepare professional correspondence with proper grammar, spelling, and punctuation.
· Demonstrated customer service experience with a commitment to providing courteous, responsive, and helpful service.
· Ability to be a supportive and productive team player.
· Strong attention to detail and accuracy, with the ability to manage multiple tasks and priorities simultaneously.
· While not required, preference is for an individual who resides in Clay, Sullivan or Vigo counties.
· Demonstrates honesty, integrity, and a strong work ethic, and the ability to reflect and maintain the Foundation’s values and maintain confidential information.
Job Type: Full-time
Pay: From $17.00 per hour
Benefits:
- Flexible spending account
- Paid time off
- Retirement plan
Ability to Relocate:
- Terre Haute, IN 47807: Relocate before starting work (Required)
Work Location: In person
