San Rafael - Indianapolis, IN
posted 2 months ago
Now seeking an Executive Administrative Assistant to join our dynamic team and established law firm in Indianapolis, IN! The Executive Administrative Assistant will provide high-level support to a key partner within our firm, managing schedules, handling confidential information, and ensuring smooth communication between the partner, clients, and internal team members. The ideal professional excels in fast-paced environments, managing time-sensitive materials, interacting seamlessly with clients and high-profile individuals, and maintaining strong organizational skills and strict confidentiality. Essential Job Duties include directing and assisting with all communication correspondence via phone, email, and mail, managing the partner's schedule which includes meetings, appointments, travel, due dates, and client activities. The role also involves proofreading documents for formatting, grammar, punctuation, and spelling, preparing and processing outgoing correspondence, and arranging specialized mail or courier services. The Executive Administrative Assistant will serve as a communication link between the partner, firm employees, and external contacts, prepare expense reimbursement and disbursement requests, and coordinate travel arrangements including itineraries, agendas, travel expense reports, booking transportation, lodging, and meeting space. Additionally, the assistant will process timesheets, provide backup assistance for document work, collaborate with the partner's legal assistant to coordinate tasks and discuss projects, manage the partner's event and sponsorship tickets and invitations, and assist with event organization. This includes sending invitations, tracking responses, making reservations, handling food and beverage requests, and managing other event details. The role requires managing the partner's correspondence folder and follow-up tasks to meet deadlines, assisting other team members when workload permits, and completing projects and special assignments by determining priorities, managing time, monitoring progress, problem-solving, and adjusting plans.