Executive Administrative Assistant

Location: Fort Wayne, IN (On-site) Employment Type: Full-time

About Utopian Coffee

Utopian Coffee exists to improve lives by pairing world-class coffee roasting with values that put people first. Our commitment extends from the farms we source from and the customers we serve to the employees we work alongside. As we continue scaling our roasting operations and building a leading regenerative coffee brand focused on health and impact, we are looking for the right person to help us grow.

The Role

We are seeking a highly capable Administrative and Executive Assistant who brings warmth, precision, and exceptional follow-through to our team. In this role, you will serve as the organizational backbone for the Founder/CEO, the Chief Operating Officer, and the wider leadership team. You will be the force ensuring the company operates smoothly, important details never slip, communication flows effectively, and projects move seamlessly from idea to completion.

Key Responsibilities

Executive Support and Administrative Operations

• Manage calendars, coordinate travel, and handle meeting preparation.
• Maintain internal systems and company documents to ensure organization.
• Coordinate team culture events, birthdays, and celebrations.
• Prepare internal newsletters and facilitate effective communication.

Finance and Accounting Support

• Convert sales receipts to invoices in accounting software and match transactions from sales platforms and payment gateways.
• Record inbound and outbound shipments and manage recurring invoicing for key clients.
• Assist with payroll data, timesheets, and benefit uploads while supporting cash flow updates and projections.

HR and People Operations

• Prepare offer letters and onboarding documents while supporting offboarding processes.
• Update employee records and pay rate changes in addition to uploading (401K) retirement contributions.
• Assist with compliance filings, worker compensation audits, and performance reviews.

Compliance and Systems Maintenance

• Maintain certification records and audit files while assisting with organic and food safetycompliance.
• Update compliance trackers and roast logs to ensure accuracy.

Operational and Interdepartmental Support

• Support the Operations, Coffee, Sales, and Marketing teams with administrative workflow.
• Track equipment orders and inbound shipments while updating e-commerce customer and order tags.

Who You Are

• Detail Oriented: You possess extreme attention to detail and are operationally rigorous with strong systems thinking.
• Proactive: You demonstrate high autonomy and initiative. You identify issues early and handle them proactively.
• Personable: You are warm, positive, and professional while bringing calm and reliability to the team.
• Communicator: You have excellent communication skills and embody the Core Values of Utopian.
• Mission Aligned: You possess strong values alignment with Utopian.

Essential Qualifications

• Experience: 5+ years of experience in administrative or executive support roles.
• Bookkeeping and Financial Literacy: Demonstrated experience with accounts receivable and payable, invoicing, and basic financial data entry.
• Organizational Systems: Proven ability to create, maintain, and improve digital filing systems and operational workflows.
• Written Communication: Strong professional writing skills for drafting internal newsletters, team communications, and external correspondence.
• Data Management: Comfort working with spreadsheets (Google Sheets/Excel) to track inventory, compliance logs, and employee records with high accuracy.
• Confidentiality: A track record of handling sensitive information, such as payroll data and legal documents, with absolute discretion.

Preferred Qualifications

• HR Administration: Experience assisting with employee onboarding, benefits administration, or maintaining personnel files.
• Industry Experience: Background in the coffee industry, food and beverage manufacturing, or consumer packaged goods (CPG).
• Compliance Experience: Familiarity with maintaining audit trails for certifications (such as Organic, Fair Trade, or FDA compliance).
• E-Commerce Operations: Prior exposure to back-end order management systems or inventory tracking within an e-commerce environment.

Preferred Systems Experience

• Productivity Suites: High proficiency with Google Workspace.
• Finance and Accounting: Experience with QuickBooks and payroll systems.
• E-Commerce: Familiarity with Shopify, WooCommerce, etc.
• Operations: Familiarity with Professional Employer Organization (PEO).

Why Join Us?

You will work with a collaborative team to build a brand driven by mission and regenerative practices, contributing to meaningful impact from farm to cup.

Benefits:

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

Application Question(s):

• Why do you want to work for Utopian Coffee?
• Describe examples of systems or administrative work you are proud of.
• What do you enjoy most about administrative and assistant work?

Experience:

• Administrative & Executive Assistant: 5 years (Required)

Location:

• Fort Wayne IN

Work Location: In person