Executive Assistant Job at The Piqua Community Foundation in Piqua

Overview

Job Title: Executive Assistant

Reports to: Executive Director

Job Type: On-site, Hourly, Part-time, 20 hours per week

The Piqua Community Foundation encourages charitable giving to benefit the citizens of Piqua and provides a variety of methods for donors to help fulfill their charitable giving wishes. The Executive Director oversees the leadership and management of The Piqua Community Foundation. The Executive Assistant is a part-time role designed to support the Executive Director and be an integral part of the professional team implementing The Foundation’s services, programs, and administrative functions.

Position Description

The Executive Assistant ensures a positive experience for community and Foundation partners by handling day-to-day general operational office administration. This role supports the Executive Director with responsibilities in record-keeping, communication, grant and scholarships, and donations.

Essential Position Functions

General Office Administration

• Perform general clerical duties
• Maintain a positive attitude and be the first point of contact for visitors, Board and Committee members, donors, and community leaders
• Uphold confidentiality for donor database and fund information
• Oversee office equipment and supplies, ordering as needed
• Ensure office and meeting spaces are organized, clean, and stocked
• Organize and schedule Foundation meetings as needed
• Maintain and organize files for funds
• Proofread and edit materials to ensure proper format, accuracy, and clarity
• Assist with public relations materials as needed
• Answer phone calls and handle email correspondence, including managing the general Foundation email account
• Assist and provide backup to the Executive Director on various operational tasks
• Provide special event assistance as needed

Database Management & Gift Acknowledgements

• Manage donation intake and record-keeping across all funds
• Accurately record gift receipts and prepare all gift acknowledgement letters
• Assist with preparing data and reports as needed

Grants & Scholarship Administration

• Ensure information about The Foundation’s grant and scholarship programs is available to all partners/applicants
• Provide administrative support for grant and scholarship programs, including processing applications, maintaining records, follow-up communication with applicants, and creating award and regret letters
• Prepare resources and grant information for review committees
• Assist with coordinating distribution of awards, collecting photos, and other related information for marketing

Requirements

• Positive attitude and passion for assisting the residents of Piqua
• Relevant experience required; an associate degree or higher in office or business administration is preferred
• Comprehensive knowledge of office procedures
• Proficiency in Microsoft Office and Google applications; ability to learn community foundation database software
• High level of interpersonal skills for interacting with various stakeholders
• Ability to handle confidential information professionally
• Effective written and verbal communication skills
• Strong organizational skills
• Detail-oriented
• Proactive and forward-thinking
• Experience with marketing and social media preferred

Salary and Benefits

• Paid time off
• Compensation is competitive and will be discussed during the interview process
• The Foundation does not offer insurance or retirement benefits

How to Apply

To apply for this position, please submit a cover letter, resume and three professional references to Executive Director Kalette N. Hittle at kalette@piquacommunityfoundation.org. The position will remain open until a qualified candidate is found.

Date Posted

September 25, 2025