Job description

Don Wood Foundation

Administrative Assistant Job Description

Position Title: Administrative Assistant

Reports to: Operations Manager

Job Status: Full Time, Non-Exempt

JOB SUMMARY

The Don Wood Foundation is looking for a dynamic and self-starting individual to join our Foundation team. The Administrative Assistant (hereafter referenced as “Assistant”) shall function as a member of the Don Wood Foundation’s (hereafter referenced as “Foundation”) dynamic team. The Foundation is focused on promoting philanthropy throughout Northeast Indiana and the region in the areas of Machine Tool Technology, Engineering Technology, Industrial Technology, Sales, Entrepreneurism, and Innovation and finally, Leadership.

The successful Assistant would be an individual that enjoys working in a detail-oriented and focused environment.

The Assistant provides day-to-day support for the Foundation by working with the Operations Manager (hereafter referenced as “Manager”), the Executive Director (hereafter referenced as ED), the Director of Finance & Administration (hereafter referenced as “DFA”), the Program Officer(s) (hereafter referenced as “Officer”), the Program and Communications Associate (hereafter references as “Associate”), Don Wood Foundation Board Chairman (herein referenced as “Chairman”) and the full Board of Trustees (hereafter referenced as “Board”). The Assistant reports directly to the Operations Manager but will provide support broadly for the Foundation. The Operations Manager will provide annual evaluations for the Assistant.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Office Administration

• Greet guests and vendors in a warm and professional manner; prepare for Foundation visitors being expected by ED, Manager, DFA, Officer(s), Associate, Chairman, Board, or others
• Maintain reception area, conference rooms, supply rooms, and kitchen
• Maintain the info Outlook account daily
• Order food for catered events as requested
• Answer main Foundation telephone in a prompt and courteous manner, direct calls to appropriate recipients
• Pick up and/or deliver outgoing mail/packages to post office and other shipping location on regular basis
• Serve as first point-of-contact for incoming mail to Foundation office
• Perform other office administration tasks, i.e., copying, printing, filing, shredding, and distributing documents as requested
• Perform phone and internet research as requested
• Schedule meetings for staff members in Outlook as directed by Manager
• Track and order regular inventory of office supplies, printed materials, etc under direction of Manager

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment of the Partner’s position.

QUALIFICATIONS AND SKILLS

• Minimum of High School degree with at least three (3) years professional office experience or equivalent (ideally in a foundation or nonprofit organization)
• Strong organizational skills, attention to detail, and ability to prioritize when asked to work independently
• Excellent written and verbal communication skills
• Strong computer skills are required, including Microsoft Office Suite/Office 365 as well as outlook calendar, and zoom
• Excellent time management skills with a results-oriented focus; ability to prioritize and manage multiple tasks and deadlines concurrently
• Approachability, excellent interpersonal skills, and the ability to work with a team important to successful work collaboratively and cooperatively with colleagues, supervisors, grantees, and greater public
• Ability to exercise good judgment and solve problems independently
• Flexibility to adjust activities when needed with priorities and work on new responsibilities
• Commitment to the mission and work of the Foundation
• Impeccable moral and ethical standards as well as the ability to respect confidential information related to Foundation business

VALUES EXEMPLIFIED

The Assistant works with the Manager and others to be a face for the Foundation. The following attributes and behaviors are identified as expectations of all Foundation employees:

• Work effectively with Foundation staff, Board, and the public by practicing punctuality, respect for deadlines, collaborative problem-solving and open communications.
• Build trust-based relationships with all key stakeholders by acting with integrity, courtesy, diplomacy, and responsibility.
• Maintain proficiency as needed; attend trainings or webinars as approved, read industry and job-related materials and meet with peers in related areas of responsibility.
• Dress in business appropriate attire for the workplace.
• Meet and maintain the highest levels of confidentiality and safety; the Partner will be asked to sign confidentiality and conflict of interest statements.
• Maintain work areas in an orderly manner.
• Display empathy and positive regard for colleagues and other key stakeholders in written, verbal, and non-verbal interactions.
• Value diversity and benefits that it can bring to the workplace, the Foundation, and the community.

POSITION REQUIREMENTS & SCHEDULE

The Assistant must be able to work regular weekly Foundation operations hours (35 hours per week) as set by the Manager or ED but could be asked to work rare evening or weekend hours for special events. Remote or teleworking opportunities will be available only in appropriate circumstances. Also, the Assistant can expect light to medium physical exertion and the ability to lift < 25 pounds.

SALARY AND BENEFITS

Hourly wages will be commensurate with qualifications and experience and the Foundation also offers a competitive benefits package for full time staff.

EQUAL OPPORTUNITY EMPLOYMENT

The Foundation is an Equal Opportunity Employer. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, marital status, or medical condition.

APPLICANTS WITH DISABILITIES

The physical demands and work environment characteristics described here are representative of those the Assistant may encounter while performing essential duties and responsibilities of this job. Reasonable accommodation may be made to enable individuals with disabilities.

APPLICATION PROCEDURE

Interested individuals should submit an email with “Administrative Assistant” in the subject line. Please provide all information electronically. All applicants will be notified of results via email as well. No phone calls, please.

Revised 09/26/22

Job Type: Full-time

Pay: $20.00 - $25.82 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Monday to Friday
• No weekends

Ability to commute/relocate:

• Fort Wayne, IN 46825: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Administrative Assistant: 3 years (Required)

Work Location: One location

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