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FLANDERS is a world leader in renewing machines for heavy industry, specializing in the largest and most intricate applications. Our expertise encompasses distributing, servicing, repairing, designing, and manufacturing electric rotating machines. Additionally, we take pride in offering cutting-edge AI-powered condition-based monitoring, customized controls, seamless systems integration, and advanced automation solutions.

What We Are Looking For:

The Executive Administrative Assistant will provide high-level, proactive support to the President of FLANDERS Technology Solutions. This role requires a bilingual (Spanish/English) professional with exceptional organizational and communication skills, a strong sense of initiative, and the ability to anticipate needs and take action independently. The successful candidate will thrive in a dynamic environment, supporting fast-paced executive operations, coordinating complex logistics, and driving follow-through on strategic priorities. This role will be based in Carmel, Indiana.

What You Will Do:

Executive & Operational Support

• Manage the President’s complex calendar, prioritizing meetings, canceling/rescheduling as needed, and ensuring optimal time use
• Screen and triage emails, prioritize messages, and manage correspondence on behalf of the President
• Take clear, concise notes during meetings; convert them into prioritized action items and follow-up tasks
• Proactively identify what requires the President’s immediate attention and help manage workload accordingly
• Coordinate and prepare for customer meetings—ensure all details (logistics, materials, technology, etc.) are handled

Communication & Languages

• Communicate fluently in Spanish and English; Portuguese is a strong plus
• Draft, proofread, and send professional written communications internally and externally
• Manage internal team follow-ups, keeping team members accountable on deadlines and deliverables
• Post and manage content on social media channels on behalf of the President (e.g., LinkedIn)

Travel & Event Logistics

• Coordinate domestic and international travel arrangements including flights, lodging, visas, and ground transportation
• Handle travel changes and last-minute logistics as needed, including off-hours availability
• Organize and manage events such as customer visits, internal team meetings, and the annual sales meeting
• Submit and reconcile expense reports
• Review and monitor budgets; flag outliers or variances for review
• Maintain inventory of promotional materials, branded gifts, and office supplies
• Assist with Motus mileage management, if applicable
• Prepare impactful PowerPoint presentations and reports
• Build and manage Excel spreadsheets (budgets, reports, planning)
• Manage and maintain HubSpot CRM data to prepare the President for meetings
• Track and follow up on team action items using collaborative tools

Key Attributes

• Fluent in Spanish (written and verbal); Portuguese is a plus
• Strong organizational skills with keen attention to detail and follow-through
• High pragmatism; knows how to get things done efficiently and effectively
• “One step ahead” mindset—proactively anticipates needs and prepares solutions
• High Directness (High D) in communication—clear, concise, and assertive when interacting with internal teams
• Comfortable working in fast-paced, evolving environments, including availability after hours when needed
• Maintains confidentiality and exercises strong professional judgment

What You Will Need:

• 5+ years of experience supporting C-suite or senior executives
• Background in technology, industrial, or sales-driven environments is preferred
• Proficiency in Microsoft Office (Outlook, Excel, PowerPoint) and CRM systems like HubSpot
• Event planning and marketing support experience highly desirable

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Industrial Machinery Manufacturing

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Inferred from the description for this job

Medical insurance

Vision insurance

401(k)

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