Executive Administrative Assistant

Job Description

Job Description

Benefits: Free Tax Return Preparation and Advice Flexible schedule

Executive Administrative Assistant We're looking for a highly organized, proactive, and adaptable Executive Administrative Assistant to support our leadership and management team across 20+ office locations. Workload holds steady year-round but shifts in intensity — more project ownership in summer, and fast-paced triage support during tax season (Jan–Apr).

Schedule:

In-person, 20 hours/week, Monday–Friday, during operating hours (10:00 AM–6:00 PM); flexible schedule to be determined at onboarding Pay:

$18–22/hour (hourly, not salary) Experience:

Preferred but not required Primary Location:

Jackson Hewitt, 703 W. McKinley Ave, Mishawaka, IN 46544

What You'll Do Scheduling & Communication Manage calendars and scheduling for leadership and the management team Triage inboxes and draft correspondence on behalf of leadership Coordinate internal communications across offices (memos, policy updates, announcements) Provide fast, responsive scheduling and communication support to the management team during tax season's high-volume triage period Office & Vendor Coordination Manage office supplies, vendor relationships, and basic facilities coordination Assist with rental/lease agreement paperwork Payroll, HR & Records Responsible for bi-weekly payroll processing, including time card corrections Maintain organized administrative recordkeeping Handle confidential client and HR/personnel information with discretion Source and screen candidates Coordinate full onboarding process — background checks, I-9s, system access, employee handbook Ensure compliance with applicable labor laws Team Culture, Projects & Documentation Track team project status and follow up with staff on outstanding items Assist in building tools like a "preparer scorecard" to track staff strengths/development areas Format and maintain internal documents, one-pagers, and training materials Help plan and coordinate staff events and recognition (birthdays, team gatherings, snack boxes) year-round, with heavier lift on trainings and performance review logistics in summer Lead or support internal projects during summer's higher-bandwidth stretch: training rollouts, process documentation, onboarding materials, policy updates Help prepare offices for tax season — stocking staff-favorite snacks/drinks, building employee "stress-out kits," and setting up season tracking sheets What We're Looking For Professional, polished written communication — comfortable representing the owners' voice Reliable and proactive, with exceptional attention to detail and a strong commitment to accuracy in written communication and documentation Willingness to ask questions when unsure, and apply what you learn going forward High level of discretion and trustworthiness with sensitive information Ability to prioritize and triage effectively amid shifting, seasonal workloads Experience with scheduling, correspondence, and general office coordination Familiarity with Google Suite, or willingness to learn quickly