Executive Office Administrator

Job in Indianapolis, Marion County, Indiana, 46240, USA

Listing for: iLAB LLC

Full Time position
Listed on 2026-01-19

Job specializations:

Administrative/Clerical
Office Administrator/ Coordinator, Virtual Assistant/ Remote Admin, Business Administration, Administrative Management
Business
Office Administrator/ Coordinator, Business Administration, Administrative Management

The Executive Office Administrator provides high-level administrative and operational support to executive leadership, ensuring the efficient operation of the office and seamless coordination across internal teams and external partners. This role requires exceptional organization, sole discretion, and fluency in Portuguese, enabling effective communication in a fast-paced, executive environment.

Provide direct administrative support to executive leadership, including calendar management, meeting coordination, travel arrangements, and correspondence
Act as a trusted liaison between executives, internal teams, clients, and external partners
Prepare executive materials such as reports, presentations, agendas, and meeting notes
Support leadership priorities by tracking action items, deadlines, and follow-ups
Oversee day-to-day office operations, ensuring a professional, organized, and efficient work environment
Manage office logistics, supplies, vendor relationships, and facilities coordination
Ensure adherence to company policies and operational standards
Assist with internal events, leadership meetings, and company initiatives
Handle sensitive information with a high level of confidentiality and discretion
Exercise sound judgement in prioritizing tasks and managing competing responsibilities
Perform other duties as assigned to ensure smooth operation in the office

Qualified Candidates will meet the following expectations:

Bachelor's degree, Business Administration or relevant experience
Communicate effectively in both English and Portuguese, verbally and in writing
Proven experience in an executive administrative, office management, or senior administrative role
Strong organizational, time management, and problem-solving skills
Excellent written and verbal communication abilities
High level of professionalism, discretion, confidentiality, and attention to detail
Proficiency with office productivity tools (email, calendars, documents, spreadsheets)
Ability to work independently, anticipate needs, and adapt to changing priorities


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