Hendricks Family Foundation is growing and expanding and has a unique opportunity for a high-level executive assistant to join our team. You will work with the Executive Director, Program Officer, and members of the Foundation Board to provide a wide range of support, coordination, and communication to internal and external stakeholders. This is an exciting opportunity for individuals interested in philanthropy and the nonprofit sector, particularly those focused on education, workforce development, and other local initiatives. The right candidate can come from multiple disciplines: executive-level assistants, HR, marketing, project management, or event planning. The diverse duties require a skill set that includes exemplary organizational skills, the ability to independently manage multiple priorities and administrative tasks, excellent written and oral communication skills, strong technology and device management skills, event and meeting planning, and the ability to maintain a high degree of professionalism, discretion, tact, and diplomacy, as well as strict confidentiality. For priority consideration, please apply by October 30, 2026. This is an in-office position, 32 to 40 hours per week. We offer a competitive wage and benefits package.

Full Job Description:

About the

Foundation:

The Hendricks Family Foundation is a Beloit-based philanthropic organization focused on investing in local solutions that shape, strengthen, and sustain a thriving community. The Foundation works to inspire possibility and expand opportunity by supporting nonprofit organizations and initiatives that strengthen Beloit, with particular emphasis on education, career pathways, workforce development, and other community priorities. The Executive Assistant provides high-level administrative, organizational, and project support to leadership at The Hendricks Family Foundation. This role ensures smooth daily operations, effective information management, strong community engagement, and well-coordinated meetings and events. This is not a traditional administrative position; duties and responsibilities are varied, diverse, and constantly changing. Essential Functions, Duties and Core Responsibilities Office Operations & Business Management Supports the management of the foundation's daily operations. Develop, implement, and continuously improve operational systems and workflows. Maintain the foundation's electronic and historical filing systems, records management, document retention, and compliance to ensure accurate, accessible records. Update the grant management system and related administrative records. Manage operational vendors, technology platforms, equipment, telecommunications, and service providers. Maintain a highly organized office environment that supports productivity. Monitor organizational calendars, deadlines, grants, and operational requirements. Coordinate and support foundation meetings and events, including scheduling, logistics, materials, technology, and follow-up, with strong attention to detail and a focus on the participant experience. Identify inefficiencies and recommend improvements that increase productivity and reduce administrative burden. Support organizational software platforms and recommend new operational technologies when appropriate. Coordinate and assist leadership and board members with technology. Produce operational reports and dashboards that help leadership make informed decisions. Anticipate leadership needs and proactively solve operational issues before they become problems. Collect, organize, and maintain information for foundation investments and initiatives. Maintain highly confidential and sensitive materials. Project Management, Community Communication and Outreach Assist with project management and foundation outreach functions. Respond to general inquiries, sponsorship requests, and advertising requests in a professional and timely manner. Manage incoming and outgoing mail and related correspondence. Draft and/or edit correspondence, presentations, or other outreach materials. Conduct research, collect data, and analyze and summarize it to support foundation priorities and decision-making. Support moderate website updates and interface changes as needed. Support foundation, community, and stakeholder communication strategies. Assist with project management tasks . Finance and Accounting Operations Assist with managing HFF finance and accounting functions. Process invoices, reviewing for completeness and accuracy before submission to accounting. Maintain vendor files and payment schedules. Ensure invoices are coded accurately and processed on time. Maintain electronic financial records and supporting documentation. Prepare deposits. Other duties as assigned. Qualifications, Knowledge, Skills and Abilities Minimum of 3 to 5 years of executive-level administrative experience and demonstrated ability to handle a wide range of administrative and executive support tasks. Excellent written and verbal communication and presentation skills. Demonstrated decision-making ability and attention to detail. Exceptional organizational, time-management, and project-management skills. Ability to manage multiple priorities and work effectively across varied assignments. Experience with information and document management processes, including assessing, filing, tracking, maintaining, and quickly retrieving records both manually and electronically. Prior experience with event and meeting preparation, coordination, communication, and execution. Research skills and the ability to understand, analyze, and present complex information verbally, in writing, and through presentations. Demonstrated professionalism, reliability, and judgment. Prior experience working independently with little or no supervision. Strong technology skills, including device management, proficiency with a range of software tools, Microsoft Office expertise, and growing familiarity with AI tools. The ability to interact with the Board of Directors, community leaders, and other business partners in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, resourceful, and efficient. Ability to maintain a high level of discretion and exercise considerable tact, diplomacy, and judgment when handling sensitive and confidential information. Flexibility and adaptability in a dynamic work environment. Demonstrated interest in philanthropy, community-based work, and mission-driven organizations preferred. Knowledge of, or interest in, investment management preferred. Knowledge of, or interest in, marketing preferred. Must have a valid driver's license and access to reliable transportation. Bachelor's degree preferred.

Pay:

$60,000.00 - $90,000.00 per year

Benefits:

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

Education:

Bachelor's (Preferred)

Experience:

Executive administrative support: 3 years (Required)

Work Location:

In person