Executive Administrative Assistant

Jackson Hewitt; Mishawaka (IN); Sur place; USD 25 000 - 30 000; Temps partiel

Avantages offerts par ce poste

Free Tax Return Prep

Flexible schedule

Résumé du poste

Jackson Hewitt - 1789 in Mishawaka, IN is hiring an Executive Administrative Assistant for in-person, 20 hours per week. You will support leadership across 20+ offices, manage calendars, triage emails, and coordinate internal communications during busy tax seasons and year-round operations.

The role emphasizes scheduling, discretion, and proactive organization, with a flexible onboarding process and a focus on supporting payroll, HR records, and onboarding activities.

Qualifications

• Experience preferred but not required.
• Strong scheduling and communication skills.
• Proactive and discreet handling of confidential information.

Responsabilités

• Manage calendars and scheduling for leadership and the management team.
• Triage inboxes and draft correspondence for leadership.
• Coordinate internal communications across offices (memos, policy updates, announcements).
• Provide fast, responsive scheduling and communication support during tax season's high-volume triage period.
• Manage office supplies, vendor relationships, and basic facilities coordination.
• Assist with rental/lease agreement paperwork.
• Bi-weekly payroll processing and time-card corrections.
• Maintain organized administrative records and handle confidential information with discretion.
• Source and screen candidates; coordinate full onboarding (background checks, I-9s, access, handbook).
• Ensure compliance with applicable labor laws.
• Track team project status and support staff on outstanding items.
• Help plan staff events and trainings, especially summer projects.
• Prepare offices for tax season with snacks and season tracking sheets.

Connaissances

Scheduling

Calendar management

Communication

Discretion

Attention to detail

Onboarding coordination

Vendor coordination

HR records handling

Team support

Outils

Google Suite

Description du poste

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