Executive Assistant at Richard M. Fairbanks Foundation

The Richard M. Fairbanks Foundation is a private, charitable foundation based in Indianapolis, Indiana. Our mission is to advance the vitality of Indianapolis and the well-being of its people, and we work to achieve this mission through grantmaking, convening, research, evaluation, communications, and collaboration with grantees, other foundations, and other community partners. The Foundation has three focus areas: Education, Health, and the Vitality of Indianapolis. More information about the Foundation is available at www.rmff.org.

We have an exciting opportunity to join our team as the Executive Assistant to provide administrative support for the President & CEO, Vice President & Chief Grantmaking Officer and Chief Financial Officer. This position coordinates administrative support functions for the Foundation and organizes internal meetings. The Executive Assistant serves as the primary liaison with the Board of Directors for Board meeting and committee scheduling, Board dinners and retreats, travel logistics, and other Board-related requests. In addition, the person in this role organizes office operations and helps coordinate vendor support, including IT and maintenance. The Executive Assistant reports to the President & CEO.

Principal Duties and Responsibilities

• Coordinates the President & CEO’s schedule, manages the daily calendar, and serves as a professional point of contact with Foundation grantees and other community partners.
• Coordinates the Vice President & Chief Grantmaking Officer’s schedule.
• Ensures the President & CEO and Vice President & Chief Grantmaking Officer have all necessary meeting materials and other background information required for scheduled meetings.
• Serves as the primary contact for external visitors to the Foundation, whether in person, over the phone, or via email and other written correspondence.
• The Executive Assistant is stationed at the office’s front desk to assist with professional communication with and support for staff and external visitors.
• Assists the President & CEO with drafting and handling correspondence and meeting materials, e.g., staff meeting agendas, invitations, thank you letters, PowerPoint presentations. Manages receipt and distribution of incoming mail, and preparation of outgoing mail.
• Coordinates and manages travel arrangements for the President & CEO, Vice President & Chief Grantmaking Officer and Chief Financial Officer.
• Prepares company credit card and expense reimbursement reports for the President & CEO and the Vice President & Chief Grantmaking Officer.
• Coordinates Board of Directors meetings. Activities include scheduling Board and Committee meetings, including dinners and retreats; overseeing meeting logistics, including site selection, room set up and food/beverages; preparing meeting materials in coordination with Foundation staff; and overseeing travel logistics for Board members, staff, and special guests.
• Assists in the coordination and planning of Foundation related events and projects, in partnership with Foundation staff.
• Coordinates with the CFO and Financial & Human Resource Manager to maintain relationships with Foundation vendors, e.g., building maintenance, office furniture, equipment and supplies, technology/phones, copy machine.
• Serves as back-up for the Program Administrator and Financial & Human Resources Manager during absences, or conflicting duties.
• Provides support for other Foundation staff as needed, including scheduling, writing, and editing, special events support, and other duties as required.
• Under the direction of the CFO, supports special internal office projects as needed.
• Coordinates with the Financial & Human Resources Manager to plan and implement internal staff morale initiatives, e.g., the annual holiday luncheon.
• Performs other duties as requested.

Qualifications

• Bachelor’s degree from a four-year college or university.
• Five or more years’ experience as an Executive Assistant supporting multiple executives, or 10+ years of directly related experience and/or training.
• Excellent organizational skills and attention to detail.
• Excellent written and oral communication skills.
• Ability to prioritize projects, manage multiple projects simultaneously, meet deadlines, and support others in doing the same.
• Demonstrated ability to work effectively in a multidisciplinary team environment.
• Demonstrated ability to serve as an organizational ambassador with external guests, including visitors and vendors.
• Demonstrated executive scheduling and office management experience.
• Ability to take initiative, multi-task, and work well under pressure while maintaining a positive attitude.
• High level of proficiency in the use of Microsoft Office programs and ability to learn new software applications.

Other Position Requirements

The Executive Assistant position requires in-person attendance at the office four days per week during regular office hours, and occasionally five days per week if required for Foundation commitments. Some evening hours will also be required for occasional Board of Directors and other Foundation-hosted events.