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

PTIN Certification: Yes

By submitting this form, I hereby acknowledge that most Jackson Hewitt locations are operated by independent franchisees and not Jackson Hewitt or its affiliates. I further acknowledge that franchisees are independent employers and separate companies and employers from Jackson Hewitt Inc., and set their own employment policies and practices. Franchisees are the exclusive employer of their employees and as such are solely responsible for all employment-related matters and decisions in their locations. Specifically, with regard to employees of franchisees, such franchisees, and not Jackson Hewitt, will have exclusive control over all employment-related decisions, including decisions concerning hiring, firing, wages, conditions of employment, discipline, staffing, or any other day-to-day employment issue. Jackson Hewitt Inc. will have no obligation or right to control any franchise employment issue relating to employees of a Jackson Hewitt franchisee. By applying for a job at a franchise-operated location, I understand that the information I provide will be forwarded to the franchisee in order for that organization to reach out to me and process and evaluate my application. I acknowledge that Jackson Hewitt will not receive a copy of my employment application and will have no involvement in any employment decisions regarding me, including whether I receive an interview or whether I am hired to work for the franchisee. I understand that I need to contact the relevant franchisee for information about its privacy practices. Any communications opt-out that I submit in any franchisee’s job application process is specific to that franchisee and will not be communicated to any other entity.