Executive Office Administrator

ILAB LLC • Indianapolis, IN

7h • Onsite

About The Position

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.

Requirements

• 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

Responsibilities

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level