Family Office & Foundation Administrative Assistant

Description

The Gurley Leep Automotive Family is looking for an experienced, highly organized, and trustworthy Family Office & Foundation Administrative Assistant to join our team on a part-time basis, approximately 24 hours per week. This position is based in our corporate office in Mishawaka and requires regular on-site attendance. This is not a remote or hybrid position. 

This is a unique opportunity to support both the day-to-day operations of a Family Office and the meaningful philanthropic work of its Family Foundation. The successful candidate will serve as a valued administrative partner, helping ensure that financial and administrative matters are handled accurately and efficiently while supporting grants, scholarships, corporate sponsorships, and other Foundation initiatives.

The ideal candidate takes pride in being dependable and detail-oriented, enjoys bringing organization to complex tasks, and understands the importance of discretion when working with confidential information.  Strong understanding of accounting, expense management, or invoice processing software is required. 

What You'll Do

Support Family Office Operations

• Provide day-to-day administrative support for Family Office activities.
• Process invoices, payments, and financial transactions and assist with account reconciliations.
• Maintain organized and accurate confidential records, including financial, tax, legal, and personal documents.
• Coordinate mail, packages, deliveries, and communications.
• Assist with special projects and other administrative needs.

Support Foundation Leadership

• Provide administrative support to the Foundation Managing Director.
• Coordinate meetings, schedules, agendas, presentations, and meeting materials.
• Track action items, deadlines, and key deliverables to ensure follow-through.
• Prepare reports, summaries, and other materials to support leadership and Foundation activities.

Support Our Philanthropic Programs

• Assist with the administration and tracking of grants, corporate sponsorships, and scholarships.
• Maintain accurate records and documentation throughout the grant and sponsorship lifecycle.
• Monitor scholarship awards, multi-year commitments, and renewal requirements.
• Assist with communications, reports, and data summaries related to Foundation programs.
• Help ensure philanthropic activities are organized, timely, and well documented

This position plays a key role in supporting the Family Office/Foundation while also helping advance our philanthropic efforts. If you are someone who enjoys being the person that others can rely on, takes pride in getting the details right, and wants your work to have a purpose, APPLY TODAY!!

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Requirements

 What We're Looking For

• 5+ years of administrative experience, preferably with increasing responsibility.
• Exceptional organization, attention to detail, and follow-through.
• Strong written and verbal communication skills.
• A high degree of discretion, professionalism, and confidentiality.
• Ability to manage multiple priorities and deadlines independently.
• Strong interpersonal skills and a service-oriented approach.
• Proficiency with Microsoft Word, Excel, Outlook, and PowerPoint.
• Dependable, proactive, resourceful, and comfortable learning new systems.
• Must have a valid driver's license
• Experience with grant management systems such as Foundant is a plus.