UTOPIAN Coffee Co. · 9 hours ago
Executive Administrative Assistant
Bluffton, IN
Full-time
Onsite
Senior Level
5+ years expUTOPIAN Coffee Co. is dedicated to improving lives through exceptional coffee roasting and a people-first approach. They are seeking a highly capable Administrative and Executive Assistant to support the Founder/CEO and the leadership team, ensuring smooth operations and effective communication within the company.
CoffeeGroceryRetail
Responsibilities
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
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
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
Maintain certification records and audit files while assisting with organic and food safety compliance
Update compliance trackers and roast logs to ensure accuracy
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
Qualification
Required
5+ years of experience in administrative or executive support roles
Demonstrated experience with accounts receivable and payable, invoicing, and basic financial data entry
Proven ability to create, maintain, and improve digital filing systems and operational workflows
Strong professional writing skills for drafting internal newsletters, team communications, and external correspondence
Comfort working with spreadsheets (Google Sheets/Excel) to track inventory, compliance logs, and employee records with high accuracy
A track record of handling sensitive information, such as payroll data and legal documents, with absolute discretion
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
Preferred
Experience assisting with employee onboarding, benefits administration, or maintaining personnel files
Background in the coffee industry, food and beverage manufacturing, or consumer packaged goods (CPG)
Familiarity with maintaining audit trails for certifications (such as Organic, Fair Trade, or FDA compliance)
Prior exposure to back-end order management systems or inventory tracking within an e-commerce environment
High proficiency with Google Workspace
Experience with QuickBooks and payroll systems
Familiarity with Shopify, WooCommerce, etc
Familiarity with Professional Employer Organization (PEO)
Company
UTOPIAN Coffee Co.
Coffee Roaster with a focus on social impact around the globe.
2-10 employees
Funding
Current Stage
Early StageLeadership Team
B
Brendon Maxwell
Owner
Company data provided by crunchbase