Executive Administrative Assistant

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