Executive Assistant

Flex; Austin (TX); On-site; USD 90,000 - 120,000; Full time

Job summary

Flex is seeking an experienced Executive Assistant to support the President of Regulated Manufacturing Solutions. You will partner with senior leaders, manage complex calendars, coordinate meetings, and ensure high-visibility executive operations in a fast-paced environment.

This role includes travel planning, confidential correspondence, board prep, and collaboration with HR to drive efficiency and strategic alignment across RMS from our Austin headquarters.

Qualifications

• Bachelor's degree or equivalent relevant experience.
• Minimum of 7–9 years of administrative experience supporting SVP or President, preferably from a fast-paced Manufacturing/ Tech/ Software company
• Discretion, attention to detail, organization, and process.

Responsibilities

• Manage day-to-day schedules and ensure preparedness for meetings and priorities.
• Coordinate internal and external meetings including all-hands, off-sites, and one-on-ones.
• Book domestic and international travel per policy, including visas and documentation.
• Handle confidential correspondence and sensitive information with discretion.
• Prepare content for Board meetings, leadership communications, and HR-related activities.
• Develop dashboards and reports to support decision-making and alignment.

Skills

Discretion

Organization

Project Management

Communication

Cross-functional collaboration

Meeting minutes

Analytical thinking

Education

Bachelor's degree or equivalent experience

Tools

PowerPoint

Excel

Outlook

Zoom

Travel booking systems

Job description

Flex is the diversified manufacturing partner of choice that helps market-leading brands design, build and deliver innovative products that improve the world. A career at Flex offers the opportunity to make a difference and invest in your growth in a respectful, inclusive, and collaborative environment.

Flex is seeking a highly strategic & proactive Executive Assistant (EA) to support the President, Regulated Manufacturing Solutions (RMS). This role serves as a trusted partner to the Segment President and acts as a central point of coordination across the Segment & Flex Executive Leadership Team, Board interactions, and key business stakeholders.

The ideal candidate thrives in a fast-paced, high-growth environment, exercises exceptional judgment and discretion, and can manage competing priorities while maintaining a high level of professionalism and confidentiality.

As Flex continues to continue to build as a leader in global manufacturing, this individual will play a critical role in enabling the Segment President to focus on strategic priorities by driving operational excellence, communication, coordination, and execution across the RMS organization.

This position will be located at our headquarters in AUSTIN TX.

What a typical day looks like:

Executive Support & Office Management:

• 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.
• Anticipate executive needs and proactively resolve scheduling, logistical, and operational challenges.
• Full inbox and call management; answering on behalf of the executive as appropriate; resolves routine and complex inquiries, ability to be detail oriented at all times
• Book domestic and international travel in alignment with the company's travel policy, considering travel Visas, costs, and proper documentation
• Verifies and approve transactions including managing confidential correspondence and sensitive legal and business information with the highest degree of discretion.
• Ensure the timely submission of expenses and manage the approval process for expense reports submitted by the executive's direct reports

Operations/Project Mgmt Support:

• 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.
• Understands and adapts to the impacts of changing business processes and the relevance of performance metrics
• Leverage AI-enabled tools, digital assistants, and workflow automation solutions to streamline administrative processes.
• Assist with preparation of content for Board meetings, talent reviews, leadership communications, and employee engagement activities in partnership with HR.
• Act as a liaison between the Segment Executive Team, Executive Leadership Team, and key business stakeholders.

Project & Program Management

• Manage special projects, initiatives, and strategic programs on behalf of the Segment President.
• Track key milestones, risks, dependencies, and deliverables across multiple initiatives.
• Coordinate cross-functional activities involving HR, Legal, Finance, Communications, and executive leadership.
• Develop dashboards, reports, and presentations that support decision-making and organizational alignment.

Travel & Meeting Management

• Coordinate complex domestic and international travel arrangements.
• Manage itineraries, logistics, expense reporting, and meeting preparation.
• Support executive visits, leadership team meetings, and major company events.

The experience we're looking to add to our teams:

• Bachelor's degree or equivalent relevant experience
• Minimum of 7-9 years of applicable administrative experience supporting a SVP or President, ideally from a fast-paced Manufacturing/ Tech/ Software company
• Skillful execution of administrative activities, with discretion, great attention to detail, organization, and process
• Strong oral and written communication: Ensure communications are clear, high attention to detail, 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
• Ability to take meeting minutes, comprehend what actions are needed and send out/track actions to completion.
• Demonstrated ability to efficiently create, consolidate, and format PowerPoint presentations and Excel spreadsheets with a strong attention to detail.
• Strong application of using Outlook and Zoom conference programs with both audio and visual conferencing platforms
• Project Management experience needed at an intermediate level. Proven ability to manage projects, work under pressure, and consistently meet deadlines

Flex is an Equal Opportunity Employer and employment selection decisions are based on merit, qualifications, and abilities. We do not discriminate based on: age, race, religion, color, sex, national origin, marital status, sexual orientation, gender identity, veteran status, disability, pregnancy status, or any other status protected by law. We're happy to provide reasonable accommodations to those with a disability for assistance in the application process. Please email [e-mail] and we'll discuss your specific situation and next steps (NOTE: this email does not accept or consider resumes or applications. This is only for disability assistance. To be considered for a position at Flex, you must complete the application process first).