Executive Assistant

Flex•Austin, TX

23h•Onsite

About The Position

Flex is seeking an Executive Assistant to provide administrative and operational support for the Axiom Chief Information Officer (CIO) in Austin, TX. This role offers high visibility across the CIO organization and the broader company, contributing to projects that advance business priorities and strengthen collaboration. The position is located at the Austin Corporate Headquarters. The scope of the role may adapt based on the CIO's responsibilities and preferences. The ideal candidate understands that the executive's success is a reflection of their work. Axiom is building a positive, diverse, and supportive culture with dynamic career opportunities as it prepares to become an independent company. This role is crucial for a successful partnership with the Axiom CIO, requiring strong organizing and prioritization skills.

Requirements

Minimum of 7+ years of applicable administrative experience supporting a VP, SVP, or C-suite executive, ideally in a fast-paced manufacturing, technology, or software company.
Skillful execution of administrative activities, with discretion, great attention to detail, organization, and process.
Proactive mindset.
Strong oral and written communication: Ensure communications are clear, thorough, and specific, focusing on follow-through.
Ability to communicate clearly and effectively with senior leaders and external stakeholders with the ability to build strong relationships.
MS Office Suite, Outlook mail and calendaring skills, conference call set up, and audio and visual conferencing programs including Zoom.
Project Management experience at intermediate level.
Work under pressure, and consistently meet deadlines.
Experience with budget and event planning/management.

Nice To Haves

Customer-centric orientation.
Agility and flexibility in response to rapid changing priorities and needs.
Demonstrate ability and willingness to acquire new competencies and accept new challenges constantly.
Strong teamwork skills and a confident ability to offer suggestions and improvements to process and work collaboratively with others.
Able to take initiative and make well-informed decisions over sometimes ambiguous tasks and situations with little supervision.
Possess a resourceful & solution-oriented attitude for all situations, no task too big or too small to handle.
Ability to influence others; handle conflict appropriately, know when to delegate issues, and apply sound judgment.

Responsibilities

Manage day-to-day schedules to optimize the Axiom CIO's time, ensuring they are prepared for all meetings and priorities.
Coordinate internal and external meetings, including team, extended staff, all-hands, off-site meetings, and one-on-ones.
Organize business-related meetings, including food orders, luncheon planning, and materials.
Manage calls, answering on behalf of the Axiom CIO as appropriate, and resolve routine and complex inquiries.
Book domestic and international travel in alignment with Axiom's travel policy, considering travel visas, costs, and proper documentation.
Verify and approve transactions on behalf of the Axiom CIO.
Ensure the timely submission of expenses and review/provide feedback on expense reports submitted by the Axiom CIO's direct reports.
Collaborate and execute on special projects, serving as the key point of contact to verify departmental goals, related milestones, and initiatives are aligned with the annual business cycle.
Follow up and provide reminders on project deadlines and deliverables.
Proactively manage calendar priorities based on customer meetings, Forecast, Earnings Release, Board of Directors, current projects, team needs, etc.
Contribute to leadership meetings by taking notes and tracking action items.
Conduct research, compile, and draft statistical reports & presentations.
Understand and adapt to the impacts of changing business processes and the relevance of performance metrics.
Handle budgets, bill paying and monitoring, ordering and maintaining supplies/equipment.
Act as a gatekeeper for all inquiries (customers, employees, ELT, visitors, etc.), triage requests, and coordinate communication and actions as necessary.
Effectively interface with employees across Axiom, senior executives, and external stakeholders, and understand key players within all organizations.
Maintain a 'pulse of the business', having a sense for the issues taking place in the organization.
Partner with the corporate communication team to implement communication strategies and materials that support key initiatives and convey pertinent details to all stakeholders.
Onboard new employees and train new team members.