Executive Assistant

Flex•New York, NY

9d•Hybrid

About The Position

Flex is seeking a proactive, detail-oriented Executive Administrator to join our growing executive support function and directly support a pod of senior leaders. This role sits at the center of how Flex's executive team operates — protecting time, enabling focus, and ensuring the coordination that powers our leadership runs smoothly and intentionally. As Flex scales rapidly, this is not a traditional administrative role. Executive Administrators at Flex are expected to be genuine partners to the leaders they support — understanding priorities, exercising judgment, and operating as part of a coordinated team rather than optimizing in isolation. You'll work closely with the Manager, Executive Administration and peer EAs to ensure cross-executive scheduling reflects org-wide priorities, not just individual availability. This is a hybrid position with on-site expectations of at least 3 days per week. This role is open to candidates based in New York or the San Francisco Bay Area.

Requirements

3+ years of experience in executive administration, executive support, or a similar role in a fast-paced environment
Experience directly supporting senior or C-suite executives with complex, high-volume calendars
Strong organizational skills and exceptional attention to detail — you follow through, every time
Sound judgment and discretion; able to handle sensitive information and navigate ambiguous situations with maturity
Comfortable using AI tools in your day-to-day work, with a genuine interest in how they can create leverage (scheduling assistants, transcription tools, meeting prep, etc.)
Collaborative team player who understands that great executive support is a team sport, not a solo act
Clear, professional communicator — written and verbal — who can represent executives with confidence
Thrives in a dynamic, high-growth environment where priorities shift and speed matters

Responsibilities

Own end-to-end calendar management for a pod of 2–3 senior executives, including scheduling, rescheduling, and proactive prioritization
Manage competing demands with judgment — pushing back, protecting focus time, and escalating tradeoffs when appropriate
Coordinate cross-executive scheduling in partnership with peer EAs, with an org-wide lens on how time is being used
Maintain meeting hygiene standards: appropriate durations, clear agendas, and timely prep materials
Book and manage business travel for supported executives, including flights, hotels, ground transportation, and itineraries
Anticipate logistics needs and proactively solve for complications before they become problems
Support coordination of leadership offsites, board meetings, and all-hands logistics as needed
Prepare briefing materials, agendas, and context documents ahead of key meetings
Leverage AI transcription and action-tracking tools to capture outputs and ensure follow-through from executive meetings
Help executives stay on top of commitments and action items that emerge from high-priority meetings
Use AI scheduling and productivity tools as a core part of your workflow — for calendar analysis, meeting prep, transcription, and logistics research
Contribute to the team's evolving AI tooling practices by sharing what's working and helping refine approaches over time
Participate in weekly EA team alignment and contribute to a coordinated, high-trust team dynamic
Partner with the Manager, Executive Administration to flag coordination issues, capacity concerns, or process gaps
Contribute to playbooks and documentation that help the function scale consistently