Administrative Assistant
Northern Indiana Community Foundation Hiring Full-Time Administrative Assistant
The Northern Indiana Community Foundation is seeking a full-time Administrative Assistant to support our mission of strengthening communities across Fulton, Miami, and Starke Counties. This position offers competitive pay, full benefits, and the opportunity to make a lasting difference through meaningful work.
Interested applicants should submit a resume, cover letter, and two letters of recommendation to info@nicf.org by November 25.
2025 NICF Administrative Assistant Job Description
Position Title: Administrative Assistant
Reports To: Director of Operations
Location: NICF Main Office – Rochester, Indiana
Status: Full Time, Non-Exempt
Hours: 35 (M-Th 7:45 a.m. – 4:00 p.m.; F 7:45 a.m. – 12:00 p.m.)
Pay Range: $20.00 – $22.00/hour
Our Organization: The Northern Indiana Community Foundation (NICF), serving Starke, Fulton, and Miami Counties, works to improve the quality of life in our communities by helping donors fulfill their charitable goals. For more than 32 years, NICF has fostered philanthropy, encouraged community dialogue, and supported effective grantmaking across the region.
Position Summary: The Administrative Assistant provides essential administrative and clerical support to ensure smooth operations at the NICF. Reporting directly to the Director of Operations, this position assists all Foundation staff as needed.
Serving as the first point of contact for visitors and callers, the Administrative Assistant supports daily office operations, helps with meeting preparations, mailings, data entry, and ensures consistent office coverage. This role helps maintain an organized, professional, and welcoming environment.
The ideal candidate is a team player with a positive attitude who is willing to help wherever needed to support the Foundation’s success. They possess strong interpersonal and communication skills, demonstrate flexibility, and thrive in a collaborative environment while effectively managing multiple priorities with accuracy and attention to detail.
Essential Duties and Responsibilities:
Office Administration & Front Desk
- Ensure consistent office coverage during business hours.
- Serve as the first point of contact for all visitors and phone calls.
- Handle incoming and outgoing mail, packages, and general correspondence.
- Monitor and maintain office supplies and equipment.
- Maintain a neat, organized, and welcoming main office, meeting rooms, and shared spaces.
- Assist in scheduling meetings and maintaining shared calendars.
- Help maintain central filing systems (digital and physical)
Meeting & Event Support
- Help in preparing meeting materials, including board packets, committee reports, and handouts.
- Assist in setting up meeting room and ordering any needed refreshments.
- Provide logistical support for Foundation events, training, and community meetings (RSVP tracking, name tags, supplies, signage, etc.).
- Attend Foundation events as needed.
Staff Support
- Collaborate with staff members on administrative tasks, ongoing projects, and special initiatives.
- Provide administrative support to the Executive Director, including scheduling, document preparation, and meeting coordination.
- Support the Director of Operations, when needed, to enter donations, donor-advised grants, and accounts payable invoices into the Foundation’s database.
- Perform a variety of general office tasks, including scanning, preparing deposits, attaching files in the database, database cleanup, collecting recycling, and other routine administrative duties that support the overall efficiency of the Foundation.
Required Education / Skills / Attributes / Experience:
- Associate’s degree preferred or equivalent work experience in administrative support.
- At least 2 years of administrative, office coordination, or customer service experience preferred.
- Strong organizational and time management skills with excellent attention to detail and accuracy.
- Ability to prioritize multiple tasks and manage interruptions gracefully.
- Exceptional interpersonal and communication skills.
- Works effectively both independently and as part of a team to accomplish goals and meet deadlines.
- Proficient in Microsoft Office Suite; experience with databases or CRM software a plus.
- Demonstrates a positive, professional attitude and a willingness to assist others.
- Demonstrates integrity, honesty, and accountability in all interactions and responsibilities.
- Demonstrated discretion in handling confidential information.
- Flexible, adaptable, and eager to learn.
- Commitment to the mission and values of the Northern Indiana Community Foundation.
Interested applicants should submit a resume, cover letter, and two letters of recommendation to info@nicf.org by November 25.
