Administrative Assistant

Mindlance

Indianapolis, IN

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JOB DETAILS

SKILLS

Administrative Skills, Calendar Management, Communication Skills, Conferences, Cross-Functional, Detail Oriented, Establish Priorities, Executive Assistant Skills , Identify Issues, Leadership, Logistics, Logistics Management, Maintain Compliance, Matrix Management, Medical Tests, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Operational Support, Organizational Skills, Plan Meetings, Problem Solving Skills, Reporting Skills, Surveillance, Time Management, Travel Planning, Travel Policy, Willing to Travel

LOCATION

Indianapolis, IN

POSTED

2 days ago

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.g., Concur, BCD Travel)
Experience working within global organizations or matrixed environments
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Key Competencies
Attention to Detail – 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.”

Administrative Assistant

Mindlance

Indianapolis, IN

About the Company

Mindlance

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