Executive Assistant

The Carol Ann and Ralph V. Haile, Jr. Foundation seeks an Executive Assistant based in the Greater Cincinnati/Northern Kentucky area. The Executive Assistant will provide administrative support to the President & CEO and the Foundation staff.

Principal Duties and Responsibilities

• Administrative Support: Assist the President & CEO with various administrative tasks.

Document preparation, filing, correspondence, prioritize workload.

• Scheduling: Support President & CEO and staff by scheduling meetings.

Staff meetings, Advisory Committee meetings, Finance Committee meetings, grantee meetings, others as assigned.

• Communications: Field calls made to the main phone line and monitor general email account.

Screen calls and route as appropriate.

Monitor inbox and route messages as appropriate.

• Supplies & Equipment: Stock and maintain office and kitchen supplies.

Amazon, Staples, Waltz Business Solutions, VistaPrint.

• Facilities: Work with property management company for issues, alterations, questions, etc.

Building access, janitorial services, repair work.

• Inquiries & Requests: Field inquiries and requests from grantees, applicants.

Logo requests, grant report/application inquiries, initial contact referrals.

• Meetings & Events: Plan and execute meetings/events with relevant program manager(s)/staff including venue reservations, catering, room set up, supplies/equipment.
• Advisory Committee Packets: Collect acknowledgments, articles, invitations to share with Advisory Committee.

Create PDF files to send to Advisory Committee every week.

• Mail & Deliveries: Sort and deliver mail and shipments received at the front desk.

USPS, UPS, FedEx, Amazon.

• Shared Lists: Maintain shared resource/reference lists.

Press contacts, community partners, free event space.

• Filing: File hard copies of grant reports and acknowledgment letters.

Maintain folders and files in the file room.

Qualifications

• Bachelor's degree from accredited college or university preferred.
• Strong interpersonal skills. Proven ability to work as a team player with diverse groups of people.
• Organized self-starter with proven analytical skills.
• Strong verbal and written communication skills, experience preparing and proofreading materials and correspondence.
• Demonstrated ability to execute tasks with accuracy, consistency, efficiency, and attention to detail.
• Proficiency with Microsoft 365.
• Ability to exercise discretion and good judgment when working with confidential information.

Position Type

30-40 hours per week, on-site in the Foundation office. This is not a remote position.

Apply

Please send a cover letter and resume as one (1) PDF file to info@hailefoundation.org and use “Executive Assistant” as the subject.