Executive Assistant to Firm Owner (Onsite)

LatinosIndy; Indianapolis (IN); Hybrid; USD 70,000 - 75,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

75% employer contribution

Paid holidays and paid time off

Gym membership

401(k) retirement plan with employer-m

Telehealth and therapy appointments

Life insurance and long-term-disabi…

Job summary

Flora Legal Group in Indianapolis seeks a bilingual English/Spanish onsite Executive Assistant to support the firm owner/CEO with daily administrative and logistical tasks. The role requires proactive gatekeeping, calendar management, travel coordination, and confidentiality.

The ideal candidate will have 3+ years of executive support, strong communication skills, and comfort handling sensitive information in a fast-paced law firm environment.

Qualifications

• Fluency in English and Spanish (speaking, reading, writing).
• 3+ years of executive-level support; law firm experience preferred.
• Proven ability to manage up, follow up persistently and diplomatically.
• Superior written and verbal communication skills, high attention to detail, strong organizational skills.
• Confidentiality and discretion with sensitive information.
• Interest in immigration-based practice and helping underserved communities.
• MS Office proficiency; basic video conferencing tools experience preferred.

Responsibilities

• Manage and prioritize the firm owner's calendar, appointments, and commitments.
• Triage emails, calls, and messages; determine what requires immediate attention.
• Serve as gatekeeper and primary contact for clients, staff, vendors, and contacts.
• Coordinate travel logistics including flights, lodging, and itineraries.
• Attend meetings, take notes, distribute action items, and track follow-ups.
• Maintain confidentiality of business and personal matters.
• Support leadership through meeting logistics, documents, and vendor coordination.

Skills

Bilingual English/Spanish

Executive support

Calendar management

Communication

Discretion

Attention to detail

Follow-up skills

MS Office

Travel planning

Law firm experience

Tools

Adobe PDF

Video conferencing

Job description

Executive Assistant to Firm Owner (Onsite)

Flora Legal Group

Legal

Job Type Full Time

Work Location 6840 Eagle Highlands Way Indianapolis IN 46254 , US

Flora Legal Group is seeking a highly organized and proactive onsite executive assistant (bilingual in English/Spanish) to support the firm owner/CEO and provide day-to-day administrative and logistical support to the firm's leadership.

This is a high-trust role for someone who can anticipate needs, protect the executive's time, manage competing priorities, and follow through without constant direction. The ideal candidate is confident managing up and is comfortable being both a strategic gatekeeper and a hands‑on problem solver. Candidates must be able to commute to the Indianapolis location Monday through Friday.

Executive support:

• Manage and prioritize the firm owner's complex calendar, appointments, and commitments
• Manage and triage email, calls, texts, and other communications, determining what requires immediate attention
• Serve as a professional gatekeeper and primary point of coordination for clients, employees, vendors, and other contacts
• Anticipate scheduling conflicts, follow up on commitments, and keep priorities moving
• Arrange executive travel including flights, lodging, transportation, and detailed itineraries
• Attend meetings as needed, take accurate notes, distribute action items, and track follow-through
• Maintain strict confidentiality regarding business and personal matters

Leadership team support:

• Facilitate and take notes at meetings as assigned
• Coordinate meetings, schedules, documents, vendors, consultants, and outside leadership partners
• Arrange leadership off‑sites, retreats, and meeting logistics
• Prepare conference rooms, materials, presentations, and basic video‑conferencing technology
• Provide hands‑on administrative and logistical support to the leadership team

Requirements

Qualifications and skills:

• Fluency in both English and Spanish (conversing, reading, and writing)
• Solid work history and at least 3 years of relevant experience supporting an executive; law firm experience preferred
• Demonstrated comfort managing up, with the ability to follow up persistently and diplomatically
• Superior written and verbal communication skills, excellent attention to detail, and strong organizational skills
• High degree of discretion and sound judgment with confidential personal and business matters
• Passion for helping underserved populations and strong interest in an immigration-based practice
• Microsoft Office Suite: intermediate/advanced proficiency; Adobe PDF experience preferred but not required

Pay: $70,000 - $75,000 per year (compensation is based on years and depth of applicable experience)

Benefits:

• Medical, dental, and vision insurance with 75% employer contribution
• paid holidays and paid time off
• gym membership
• financial budgeting and coaching assistance
• free telehealth and therapy appointments
• employer-sponsored life insurance and long‑term disability coverage
• and a 401(k) retirement plan with employer match after six months

Company

Flora Legal Group is an Indianapolis immigration law firm - a team of immigration professionals providing guidance and hope by advocating for and empowering all people to build a prosperous future, working toward a future where the immigrant community is welcomed and valued.