Administrative Assistant

South Bend-Elkhart region | Full-time


About enFocus
enFocus, a non-profit organization, brings an entrepreneurial focus to communities in the South Bend - Elkhart, Indiana region by recruiting top talent, providing mentorship and cohort-based programming, and executing innovation projects for community partners, called sponsors, in the Civic (education, government, healthcare, nonprofit, etc.) and Industry (manufacturing, technology, private business, etc.) sectors. Since its founding in 2012, enFocus has also incubated 108 startups and social impact initiatives through Research, Development, & Entrepreneurship.

Position Description
The Administrative Assistant will be responsible for completing tasks that support the day-to-day functions of enFocus and the leadership team. The Administrative Assistant will be responsible for scheduling appointments, coordinating internal and external meetings, and assisting with key administrative functions.  The administrative functions may vary day-to-day and by office, but will generally include filing documents, reviewing mail and correspondence, scheduling, bookkeeping, and drafting key organizational letters, where appropriate. 

Scheduling and Coordination 

  • Schedule appointments and maintain calendars for key executives

  • Schedule and coordinate staff meetings, including:

    • Project-related meetings

    • Taking minutes and notes 

    • Proofreading work products for services

    • Board and committee meetings

    • Teamwide project and program management meetings

    • Professional Development activities

    • Orientation activities

    • Exit interviews

    • Performance management and review meetings

    • Managing meeting preparation including food, setup, and technology

Support for Administrative Functions

  • Assist with bookkeeping, including:

    • Logging weekly transactions

    • Completing monthly reconciliations

    • Processing payments and depositing checks

  • Discern and collate mail for the proper internal resources, organize for distribution

    • Billing and payments

    • Official correspondence (tax, Board, etc.)

    • Solicitations/advertisements

  • Create and maintain filing systems, both electronic and physical

    • Maintain physical filing systems within enFocus office

    • Create and manage digital filing system

  • Write and edit documents from letters to reports and instructional documents

    • Donation acknowledgement letters

    • Correspondence with various government agencies and reports

  • Route online and system inquiries by forwarding to the appropriate resource

    • Zoho inquiries

    • Website

  • Manage Keyfob access for staff

  • Answer phones and greet visitors

  • Manages regular purchases related to office supplies

Work Expectations
Full-time, in-person, salaried position.

Work Location
The primary work location will be the South Bend enFocus office. enFocus has additional offices in Elkhart, IN and Niles, MI.

Travel will be expected between event and office locations on an as needed basis. 

Educational Requirements
Associate’s Degree or above required in a related field.

Salary Range
$40-45,000 depending on skills and experience.