Executive Assistant to Firm Owner

*Candidates with previous experience supporting an executive within an immigration law firm or general law firm setting will receive preference.*

Executive Assistant to Firm Owner

Who is Flora Legal Group?

We are a team of passionate immigration professionals providing guidance and hope by advocating for and empowering all people to build a prosperous future. We see a future where the immigrant community is welcomed and valued, creating a better world for generations to come. For more information about our firm's mission and core values, please visit www.floralegalgroup.com.

Job Summary

We are seeking a highly organized and proactive executive assistant (bilingual in English/Spanish) to support our 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, exercises sound judgment, and is comfortable being both a strategic gatekeeper and a hands-on problem solver.

Responsibilities and Duties

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 and what can be handled independently.
• 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 important 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

• Facilitation and notetaking of 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 as needed.

Qualifications and Skills

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

If you are someone who naturally thinks, "What can I take care of before I'm asked?", enjoys creating order in a fast-moving environment, and takes pride in making a leader and team more effective, we'd love to hear from you. Cover letters are strongly encouraged in order to provide a more in-depth explanation of an applicant's skills and desire to work in this field.

*Please note that compensation is determined based on years and depth of applicable experience. Please see the posted salary range before applying.

Benefits

We offer a competitive benefits package designed to support your health, wellness, and financial security. Benefits include:

• 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 LTD coverage
• 401(k) retirement plan with employer match after six months

Job Type: Full-time

Pay: $70,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Application Question(s):

• Are you authorized to work in the United States without the need for future sponsorship?
• Please share your level of Spanish speaking, reading, and writing. Either native fluency or a non-native Spanish level of C1 or C2 is appropriate for the client work we do. (Due to the volume of calls our CEO receives, candidates without verbal Spanish fluency will not be considered for this role.)
• Please share how many years of executive assistant experience you possess specifically supporting someone at an executive-level within the organization?
• Are you available to commute to our Indianapolis office Monday through Friday, with availability from 8am-5pm EST, and have you verified that your commute time would not prevent you from accepting an offer?

Work Location: In person