POSITION LISTING

 Carol Ann and Ralph V. Haile, Jr. Foundation
Cincinnati, OH (until October 2025), then Covington, KY
Executive Assistant
July 2025

Job Summary

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

Full-time, 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.