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Administrative Assistant
Job
Hamilton Community Foundation
Hamilton, OH (In Person)
$50,000 Salary, Full-Time
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Job Description
Job Description Position Title:
Administrative Assistant Job Status:
Full- Time, Exempt Position Background:
The Hamilton Community Foundation (HCF) is a public charity with over $200 million in assets and more than 900 funds. Created in 1951 and located in the historic Lane Hooven House, HCF manages individual, family and corporate funds, as well as nonprofit agency endowments. The Foundation provides annual grant awards more than $4 million each year to qualified charitable organizations in the greater Hamilton area.Reporting To:
President/CEO The Administrative Assistant provides high-quality administrative, clerical, and customer service support across the Foundation. This role helps ensure smooth day-to-day operations, accurate records, timely communication, and a welcoming experience for donors, nonprofit partners, board members, visitors, and community stakeholders. The Administrative Assistant supports internal coordination, calendar and meeting logistics, document preparation, data entry, and office workflows so that the Foundation team can operate efficiently and serve the community well.DUTIES AND RESPONSIBILITIES
- Serve as first point of contact - greeting visitors, answering calls, and managing general inquiries.
- Support daily office operations including scheduling, correspondence and file management
- Coordinate all meeting related logistics for board, committee and staff activities.
- Prepare, proofread, and format donor, grantee, partner or trustee facing documents such as letters, presentations, and spreadsheets.
- Maintain accurate records in the Foundation's database.
- Assist with processing incoming gifts, outgoing grants, and acknowledgments.
- Support event and program administration and logistics as well as follow-ups as needed.
- General office administration for office, property management, janitorial and supply orders.
- Assist staff with reporting and list generation of sensitive and confidential materials.
- Help track action items, deadlines, and recurring administrative processes so projects continue moving forward across departments.
- Collaborative team player who can adjust priorities when needed to help solve problems and support a positive office culture.
- Other duties as assigned
QUALIFICATIONS
- 2+ years of administrative, office, or customer service experience
- Passion for working in philanthropy
- Strong organizational skills and attention to detail
- Excellent written and verbal communication
- Comfort working with databases, calendars, and document preparation
- Professionalism, discretion, and a service-first mindset
- Ability to manage multiple priorities in a fast-paced environment
WORKING CONDITIONS & EXPECTATIONS
- This position is primarily office-based and requires regular computer use, phone communication, and movement throughout the Foundation office for meetings, mail, supplies, and visitor support.
- Occasional evening or weekend hours may be required in support of Foundation events, meetings, or community activities.