Executive Administrative Assistant

In-Mishawaka-mid

OtherExecutive Administrative Assistant

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Quick Summary

Overview

Benefits: Free Tax Return Preparation and Advice Flexible schedule Executive Administrative Assistant We're looking for a highly organized, proactive,

Technical Tools

OtherExecutive Administrative Assistant

Benefits:

Free Tax Return Preparation and Advice
Flexible schedule

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