Executive Assistant

Flex•Austin, TX

2d•Onsite

About The Position

Flex Executive Assistants are experienced professionals who proactively support our executives across the globe. By building value for the business, these critical team members are strategic business partners who support the executives and their teams to achieve company goals. For our teams in Austin, TX we are looking for an Executive Assistant to provide valuable administrative and operational support for a new executive . This unique role offers a unique perspective in the company. As such, you will contribute to projects that help drive business priorities and strengthen team collaboration to support the growth of the company. This role is based from our Austin Corporate Headquarters with great visibility to our executive leadership teams. The Executive Assistants' scope and role may be adapted based on their particular 'executive's job functions/business, personality, and communication style. Talented Executive Assistants know and understand that the executive's success is a reflection of their work and vice versa. As the global manufacturing and supply chain partner of choice, Flex has a positive, diverse, and supportive culture, with dynamic and limitless career opportunities. We are eager to add another strong contributor to our Flex Forward Strategy and our growing team of proactive Executive Assistants. Let's create the extraordinary together!

Requirements

Minimum of 7+ years of applicable administrative experience supporting a VP, or SVP, ideally from a fast-paced Manufacturing/ Tech/ 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
Bachelor's degree or equivalent relevant experience

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 'executive's time, ensuring they are prepared for all meetings & priorities
Coordinate internal and external meetings, including but not limited to team, extended staff, all-hands, off-site meetings & one-on-ones, etc.
Organize business-related meetings, such as food orders, luncheon planning, materials, etc.
Call management; answering on behalf of the executive as appropriate; resolves routine and complex inquiries
Book domestic and international travel in alignment with the company's travel policy, considering travel Visas, costs, and proper documentation
Verifies and approves transactions on behalf of the executive
Ensure the timely submission of expenses and review/provide feedback on expense reports submitted by the executive's direct reports
Collaborates and executes on special projects and serves 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.
Conducts research, compiles, and drafts statistical reports & presentations
Understands and adapts to the impacts of changing business processes and the relevance of performance metrics
Handles 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 coordinates communication and actions as necessary
Effectively interface with employees from other internal business groups and Senior Executives inside and outside the company and understands key players within all organizations
Maintain a "pulse of the business", having a sense for the issues taking place in the organization
Partners with the corporate communication team to implement communication strategies and materials that support key initiatives and convey pertinent details to all stakeholders
Onboarding new employees and training new team members