Executive Administrative Assistant

FLEXSYS; Akron (OH); On-site; USD 75,000 - 115,000; Full time

Job summary

Flexsys, headquartered in Akron, OH, is seeking an Executive Administrative Assistant to support the CEO and CHRO. The role requires exceptional calendar management, international travel coordination, and the ability to handle confidential information with discretion.

The successful candidate will manage multi‑time‑zone calendars, arrange complex travel itineraries, prepare communications and events, and collaborate with senior leaders and clients in a fast‑paced environment.

Qualifications

• 7+ years of experience supporting C-level executives in global, fast-paced settings.
• Proven calendar management and international travel coordination skills.
• Strong interpersonal skills and ability to set boundaries diplomatically.
• Excellent written and verbal communication.
• Proficient with Microsoft Office, Teams, and travel platforms.

Responsibilities

• Manage CEO and CHRO calendars across multiple time zones.
• Arrange complex international and domestic travel itineraries.
• Serve as primary scheduling point of contact and prioritize meetings.
• Prepare expense reports, vendor and PO processes.
• Draft company-wide communications and event planning.
• Collaborate with senior executives and clients with professionalism.
• Maintain confidentiality and handle sensitive information.

Skills

Executive calendar management

International travel coordination

C-level support

Stakeholder communication

Discretion and confidentiality

Office software proficiency

Problem solving

Education

Bachelor's degree

Tools

Microsoft Office Suite

Microsoft Teams

Travel booking platforms

Job description

Headquartered in Akron, OH, Flexsys is a chemical manufacturing company with operations in the US, Europe, Latin America and Asia. We produce tire additives that enhance the strength and durability of tires for leading manufacturers around the world.

We are a global supplier of rubber chemicals and solutions, including insoluble sulfur, anti-degradants, and stabilizers. Our singular focus is on delivering better solutions for manufacturers of tires and other rubber products that enhance product performance, optimize production efficiency, and ensure supply chain success. As the largest manufacturer of tire-industry additives in the world, and a newly independent entity, Flexsys brings a track record of innovation, quality, specialized expertise, a highly collaborative approach, and a commitment to growth – working together with our customers as a valuable partner, helping to meet their critical objectives.

We are seeking a highly capable and confident Executive Administrative Assistant with primary support the CEO, as well assist other assigned leadership staff. This role will report to the CHRO and CEO and will have elevated exposure with as well as the private equity team and clients.

This role requires exceptional organizational skills, sound judgment, and the ability to manage complex calendars and international travel logistics. The ideal candidate will be a proactive problem-solver who can think independently and prioritize effectively.

• Manage an extremely active and dynamic calendar, including scheduling across multiple time zones and coordinating with internal and external stakeholders.
• Arrange complex international and domestic travel itineraries, including flights, accommodations, visas, and ground transportation.
• Serve as the primary point of contact for all scheduling requests, with the authority to decline or redirect non-priority meetings.
• Anticipate the CEO’s needs and proactively address scheduling conflicts, urgent matters, and shifting priorities.
• Assist with general financial administration such as expense reports, vendor and PO creation, invoice follow up
• Create broad communications on behalf of the CEO and CHRO, such as company newsletters, global townhall webinar events, organizational announcements and seniority awards
• Prepare and handle company events such as holiday parties, local townhall events
• Assist with general administrative office duties such facility coordination, office supplies, etc.
• Exercise discretion and sound judgment in handling confidential information and sensitive communications.
• Collaborate with other senior executives, board members, and high-profile clients with professionalism and poise.

All other duties as assigned

• Minimum 7 years of experience supporting C-level executives in a fast-paced, global environment.
• Proven expertise in calendar management and international travel coordination.
• Strong interpersonal skills with the confidence to say “no” diplomatically and enforce boundaries.
• High emotional intelligence and the ability to read a room and act accordingly.
• Excellent written and verbal communication skills.
• Tech-savvy with proficiency in Microsoft Office Suite, Teams, and travel booking platforms.
• Ability to work independently, prioritize tasks, and manage competing demands with grace under pressure.

• Bachelor’s degree is a plus

An Equal Opportunity Employer (EOE): race/color/religion/sex/sexual orientation/gender identity/ national origin/disability