Executive Administrative Assistant

Executive Administrative AssistantWe'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).In-person, 20 hours/week, Monday–Friday, during operating hours (10:00 AM–6:00 PM); flexible schedule to be determined at onboarding$18–22/hour (hourly, not salary)Preferred but not requiredJackson Hewitt, 703 W. McKinley Ave, Mishawaka, IN 46544Scheduling & CommunicationManage calendars and scheduling for leadership and the management teamTriage inboxes and draft correspondence on behalf of leadershipCoordinate 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 periodOffice & Vendor CoordinationManage office supplies, vendor relationships, and basic facilities coordinationAssist with rental/lease agreement paperworkPayroll, HR & RecordsResponsible for bi-weekly payroll processing, including time card correctionsMaintain organized administrative recordkeepingHandle confidential client and HR/personnel information with discretionSource and screen candidatesCoordinate full onboarding process — background checks, I-9s, system access, employee handbookEnsure compliance with applicable labor lawsTeam Culture, Projects & DocumentationTrack team project status and follow up with staff on outstanding itemsAssist in building tools like a "preparer scorecard" to track staff strengths/development areasFormat and maintain internal documents, one-pagers, and training materialsHelp plan and coordinate staff events and recognition (birthdays, team gatherings, snack boxes) year-round, with heavier lift on trainings and performance review logistics in summerLead or support internal projects during summer's higher-bandwidth stretch: training rollouts, process documentation, onboarding materials, policy updatesHelp prepare offices for tax season — stocking staff-favorite snacks/drinks, building employee "stress-out kits," and setting up season tracking sheetsWhat We're Looking ForProfessional, polished written communication — comfortable representing the owners' voiceReliable and proactive, with exceptional attention to detail and a strong commitment to accuracy in written communication and documentationWillingness to ask questions when unsure, and apply what you learn going forwardHigh level of discretion and trustworthiness with sensitive informationAbility to prioritize and triage effectively amid shifting, seasonal workloadsExperience with scheduling, correspondence, and general office coordinationFamiliarity with Google Suite, or willingness to learn quicklyCompensation: $18.00 - $22.00 per hour