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Administrative Assistant
Job
Mindlance
Remote
Full-Time
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Job Description
Administrative Assistant#26-16624
Indianapolis, IN
Onsite Job Description
Role will focus on travel coordination for the executive leadership team.
- Start Date ASAP
- Weekly Schedule (how many hours/days): 30-40 hours
Shift Times:
Monday-Friday (8am-4:30pm)- Interview Required? Yes, Phone
- Resume Review Required? Yes
- Any specific skills, requirements or experience you want in a candidate: Good Communication skills, able to work & effectively communicate with Executive Leadership Team, Experience with booking travel and experience with Concur required
- Any additional Medical Surveillance testing required? No
- Any exposure to common allergens? No
- Will they be driving? No
- Will non-local/remote candidates be considered? No, Must be local to Indianapolis. Hybrid Opportunity
- Will determine hybrid schedule with manager upon hire Executive Travel Coordination Serve as the primary point of contact for executive travel planning and logistics Coordinate end-to-end travel arrangements, including flights, hotels, ground transportation, and itineraries Manage complex and frequently changing travel schedules across multiple executives Anticipate travel needs and proactively resolve scheduling or logistical conflicts Ensure compliance with •global travel policies and approval requirements Itinerary & Logistics Management Develop detailed, executive-ready travel itineraries with meeting schedules, locations, and supporting materials Coordinate travel-related logistics for meetings, conferences, and executive events Liaise with internal stakeholders, external vendors, and travel providers to ensure smooth execution Track travel changes and provide real-time updates to executives and key stakeholders Administrative & Operational Support Maintain executive calendars as it relates to travel and key engagements Support meeting coordination tied to travel (agenda alignment, materials preparation, logistics) Handle confidential information with a high level of discretion Prepare reports, trackers, and travel summaries as needed Problem Solving & Escalation Serve as a rapid-response resource for travel disruptions or last-minute changes Troubleshoot booking issues, delays, cancellations, and re-accommodations Escalate critical issues appropriately while maintaining executive confidence Qualifications 3+ years of administrative support experience (executive-level support preferred) Proven experience coordinating complex travel arrangements (domestic and international) Strong proficiency in Microsoft Office (Outlook, Excel, PowerPoint) Exceptional organizational skills and ability to manage competing priorities Strong communication skills with the ability to interact professionally with senior leaders High level of discretion and confidentiality Preferred Experience Experience supporting executive leadership teams Familiarity with corporate travel systems (e.
- Ensures accuracy in all travel and logistics planning Urgency & Responsiveness
- Operates effectively in time-sensitive scenarios Stakeholder Management
- Builds trust with executives and cross-functional partners Problem Solving
- Proactively identifies and resolves issues before escalation Organization & Prioritization
- Manages multiple high-priority requests simultaneously EEO "Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of
- Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.