Executive Administrative Assistant

Executive Administrative Assistant Job Description

Client Information - Specialty coffee company founded in 2006, focused on sourcing, roasting, and delivering high-quality coffee. Based in Northwest Indiana, the organization continues to expand its operations and serves a growing customer base through a collaborative, team-oriented environment.

Job Summary - The Executive Administrative Assistant supports executive leadership and multiple departments throughout the organization by coordinating administrative operations, human resources support, accounting support, and special projects. This position plays an important role in keeping priorities organized, ensuring follow-through on key initiatives, maintaining critical business records, and helping teams operate efficiently and effectively.

Job Duties

• Provide direct administrative support to executive leadership, including managing schedules, coordinating meetings, arranging travel, handling communications, and assisting with special projects and day-to-day organizational needs.
  
  


• Prepare meeting materials, track action items, and assist leadership with follow-up on key initiatives and organizational goals.
  
  


• Maintain company records, files, business documentation, and organizational systems to support efficient day-to-day operations.
  
  


• Coordinate internal communications, company meetings, employee events, and other administrative initiatives across the organization.
  
  


• Coordinate projects and provide administrative support across leadership, operations, sales, marketing, and other departments throughout the organization.
  
  


•  Support invoicing, payroll administration, financial record maintenance, and other accounting support functions.
  
  


• Assist with onboarding, employee record maintenance, personnel documentation, and other human resources support functions.
  
  


• Maintain certification records, audit files, and other required business documentation.
  
  


• Support special projects and process improvement initiatives across the organization.
  
  

Qualifications

• 3+ years of experience in executive support, administrative support, office administration, or a related role.
  
  


• Experience supporting senior leadership while managing multiple priorities in a fast-paced environment.
  
  


• Ability to handle sensitive and confidential information with discretion and professionalism.
  
  


• Strong organizational skills with the ability to coordinate projects, track details, and follow through on commitments.
  
  


• Proficiency with Microsoft Office, Google Workspace, Excel, and other business software applications.
  
  


• Experience supporting payroll, invoicing, employee records, and other administrative business functions.
  
  


• Strong written and verbal communication skills with the ability to interact professionally across all levels of an organization.
  
  


• Detail-oriented, resourceful, and capable of working independently while supporting multiple departments and initiatives.
  
  


• Experience with human resources support, payroll systems, compliance documentation, or regulated business environments is preferred.
  
  

Compensation & Benefits

• Salary range of $60,000 - $75,000 annually, based on experience and qualifications.
  
  


• Medical, dental, and vision insurance.
  
  


• 401(k) retirement plan with company contribution.
  
  


• Paid time off and company holidays.