Executive Administrative Coordinator

Job Description

Job Title: Executive Administrative Coordinator

Department: Office of the President

Reports To: Executive Leadership

Location: Fort Wayne, Indiana

FLSA Status: Non-Exempt (Hourly)

Position Summary

The Accounting & Executive Administrative Coordinator is a dual-function role responsible for supporting core accounting operations while serving as a trusted administrative partner to the President. This position manages payroll execution, invoicing, purchase orders, and financial coordination, while also ensuring the President’s time, communications, and priorities are effectively organized and protected.

This role requires exceptional discretion, accuracy, and professionalism. The individual in this position will handle sensitive financial and compensation information and act as a gatekeeper for executive priorities, enabling operational focus and decision-making at the leadership level.

Key Responsibilities

Accounting & Financial Operations

• Execute payroll processing with accuracy, timeliness, and strict confidentiality
• Maintain employee compensation records, payroll changes, and supporting documentation
• Create, issue, and reconcile customer invoices
• Manage purchase orders (POs), approvals, and vendor coordination
• Monitor accounts payable and receivable; assist with payment tracking and collections
• Support month-end close activities and preparation of financial reports
• Maintain organized and audit-ready financial records
• Coordinate with external accountants, payroll providers, and auditors as needed

Executive Administrative Support

• Serve as the primary administrative and organizational support to the President
• Manage and coordinate the President’s calendar, scheduling, and priorities
• Screen, prioritize, and route incoming calls, emails, and correspondence
• Act as a gatekeeper to protect executive time and focus
• Prepare briefing materials, summaries, and follow-ups for meetings
• Track executive action items and ensure timely follow-through
• Sort and manage documents requiring executive review or approval

Qualifications

Required

• 3–5+ years of experience in accounting, payroll, bookkeeping, or financial administration
• Experience supporting senior executives or leadership teams
• Strong working knowledge of payroll processes and compensation confidentiality
• Demonstrated integrity and discretion with sensitive information
• Proficiency with accounting software and Google Workspace
• Excellent organizational, time-management, and prioritization skills
• Strong written and verbal communication skills

Preferred

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or related field
• Experience with payroll platforms (e.g., QuickBooks Payroll, ADP, Paychex)
• Familiarity with basic GAAP principles and financial reporting
• Experience in a growing or fast-paced organization

Core Competencies

• Confidentiality & Trust: Handles payroll, compensation, and executive information with discretion
• Attention to Detail: Ensures accuracy across financial and administrative processes
• Prioritization: Effectively balances executive needs and operational deadlines
• Communication: Professional interaction with employees, vendors, and leadership
• Proactive Execution: Anticipates needs and resolves issues before escalation

Pay: $59,000.00 - $65,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Education:

• Associate (Required)

Work Location: In person