Executive Assistant

General Summary

Primary responsibility is to assist the President, Secretary, and Treasurer in the overall management of the Bloomington Rotary Club and Bloomington Rotary Foundation. Will work closely with Club/Foundation officers on a routine basis and committee chairs/board members, as needed. Must attend Club meetings from approximately 11:00am to 1:15pm on approximately 50 Tuesdays each year. Must also attend monthly board meetings. Must occasionally participate in group calls and committee meetings. The overall workload is spread evenly throughout the year with small peaks at the beginning of each quarter and around the annual November Rotary Toast fundraiser. The club typically doesn’t meet for two weeks during the end of year holidays.

Job and Application Details
- Location: Bloomington, IN (in-person and remote)
- Status: Part-time, approximately 15 hours most weeks.
- Compensation: $19/hour

Interested applicants should send a resume and cover letter to office@bloomingtonrotary.org (addressed to “Rotary Hiring Committee”), or to Bloomington Rotary Club, P.O. Box 2026, Bloomington, IN 47402 by June 1, 2026.

General Requirements

Proficient with computer software applications including Survey Monkey, SignUp Genius, Google Apps, PayPal, Zoom, Microsoft software, database programs, Mailchimp, and other programs/apps. Expertise in using DACdb, Ignite, and Box is a plus. Must be able to quickly learn new programs and apps.

A basic understanding of general accounting principles and bookkeeping experience. Bookkeeping experience, highlighted by efficiency and attention to detail, for a nonprofit organization is a plus.

An engaging, flexible, outgoing personality with preferred experience in membership management.

Strong character traits especially in the areas of honesty and work ethic.

Access to reliable internet using Club provided laptop and printer/copier.

Must have reliable transportation and the ability to perform some duties weekly at the Indiana Memorial Union on the Indiana University main campus and various other Bloomington sites. Most other duties can be performed remotely.

Duties and Responsibilities

Assist President and Committee Chairpersons in the Following Areas:

- Routine correspondence with Club members and others.
- Help President and Social Committee Chairpersons coordinate member and guest registrations for Rotary events and special meetings.
- Design, distribute, and review Club member surveys.
- Maintain Club historical records and newsletters.
- Maintain information that is posted on the Club’s website directory.
- Maintain the calendar of Tuesday meetings, Board meeting locations, and special events on Club website and DACdb.
- Format and distribute weekly Roundabout newsletter to Club members.
- Work with Club President and RI Foundation Chairperson regarding member donations to RI and Paul Harris awards to members.
- Assist Club members with technical issues including, but not limited to, software access and use, and relevant apps access and use.
- Various administrative duties associated with weekly meetings and Club information, such as the Box document management system, and SignUp Genius.
- General other duties as assigned.

Assist Club Secretary and Membership Committee Chairperson in the Following Areas:

- Process member activity in Myrotary.org and District 6580 via DACdb database.
- Maintain Club DACdb database including all finances, engagement (attendance), website data, calendar, newsletter, member photo, member information, etc.
- In Secretary’s absence, prepare Secretary’s report for board meetings.
- Attend monthly board meetings.

Assist Treasurer in the Following Areas:

- Check P.O. Box each week for member payments and other mail. Forward mail as needed to the intended recipients.
- Immediately deposit funds received into the Club or Bloomington Rotary Foundation bank accounts. Record deposits in the DACdb accounting software program.
- Prepare checks on a timely basis for signature by the Treasurer or other authorized account signer. Send signed checks to the intended recipient and make appropriate accounting entries.
- Other duties as requested or assigned.

Monthly/Quarterly

- Prepare bank reconciliation. Post reconciliation reports.
- In Treasurer’s absence, prepare Treasurer’s reports for board meetings.
- Prepare financial reports for Club and Bloomington Rotary Foundation board meetings.
- Prepare member billing using DACdb.

Annually

- Assist with information generation and the filing of state and federal reports, such as Form 990.
- Prepare and send receipts to Bloomington Rotary Foundation donors and assist with Foundation accounting.
- Duties associated with preparation of the Rotary Toast in partnership with the Rotary Foundation, usually held each November.
- Lead efforts for the year end accounting close for the Rotary Club and assist with the Rotary Foundation.

Pay: $15,000.00 - $16,000.00 per year

Work Location: Hybrid remote in Bloomington, IN 47405