Executive Assistant to the CEO

FLX Solutions, Inc.; Bethlehem (Northampton County); Hybrid; USD 60,000 - 95,000; Full time

Job summary

FLX Solutions, Inc. seeks an Executive Assistant to own the CEO's daily administrative operations from the Bethlehem, PA office, including scheduling, communications, meeting preparation, follow-up, and deadline tracking.

You will work with a fractional operations advisor to ensure discretion, accuracy, and consistent follow-through, focusing on execution: managing the CEO's calendar, inbox, travel, CRM updates, notes, and action items with clear owners and due dates.

Qualifications

• 3–5 years experience supporting a CEO or senior executive.
• Proficient with AI tools and digital workflows.
• Excellent written and verbal communication skills.
• Proficient in Google Workspace and Microsoft 365.
• Must work on-site in Bethlehem, PA.

Responsibilities

• Manage CEO's calendar and schedule end-to-end.
• Prepare pre‑meeting briefs; capture notes and actions.
• Coordinate meetings, travel, and communications.
• Maintain knowledge base and CRM updates.
• Handle procurement and office administration.
• Draft and follow-up on correspondence within one business day.

Skills

Executive support

AI tools proficiency

Written and spoken communication

Google Workspace

Microsoft 365

On-site Bethlehem PA

Tools

ClickUp

CRM systems

Job description

We're Always Looking for Amazing People.

About FLX Solutions

FLX Solutions, Inc. builds robotic systems that make inspection and maintenance faster, safer, and more repeatable, especially in tight, hard-to-reach spaces.

Our flagship platform, the FLX BOT, is a modular, handheld, snake-like articulating robotic system designed to solve one of the toughest challenges in maintenance: reaching the “last meter” in complex environments. It is already in use with the U.S. Navy, U.S. Air Force, a major DoD prime, and shipbuilders, with expanding applications across industrial, transit, and construction sectors.

The Role

FLX Solutions is scaling from successful pilots to full commercialization. The CEO manages multiple active government programs, an investor pipeline, and a growing engineering team. We are hiring an Executive Assistant to own the daily administrative operations that support him: scheduling, communications, meeting preparation, follow-up, and deadline tracking.

This is a career executive assistant position, and we are looking for someone who is excellent at the profession. You will work directly with the CEO in our Bethlehem office and be trusted with sensitive information across defense programs, fundraising, and personnel. Discretion, accuracy, and consistent follow-through are the core requirements of the job.

You will be supported by an experienced fractional operations advisor who owns process design and company-level operations. Your focus is execution: keeping the CEO's day, communications, and commitments running without gaps.

What You'll Do:

Administrative Operations:

• Maintain the company calendar of key deliverables and deadlines
• Maintain prioritized task lists for the CEO in ClickUp; complete small tasks directly and route larger ones to the right owner
• Keep presentation decks, one-pagers, and marketing materials current and ready for meetings
• Assist with scheduling and tracking company communications
• Handle procurement, supply ordering, and office administration
• Document meeting notes, decisions, and institutional knowledge in the company knowledge base
• Coordinate and track ongoing programs, proposals, and company initiatives

Meeting Preparation and Follow-Through:

• Prepare pre‑meeting briefs: attendee background, notes from prior conversations, open action items, and supporting materials
• Join key calls to capture notes and convert them into tracked action items with owners and due dates
• Send follow‑up correspondence within one business day of meetings
• Update the CRM on a regular cadence: contact records, next-touch dates, and interaction history

Communications and Calendar:

• Manage the CEO's calendar and scheduling end-to-end, including external scheduling tools and protecting time for priority work
• Triage the CEO's inbox daily; draft responses, flag items requiring decisions, and ensure timely replies
• Book and manage business travel and related logistics
• Coordinate internal and external communications on the CEO's behalf
• Provide occasional personal administrative support to the CEO

Who You Are:

• An experienced executive assistant who takes pride in the profession and intends to build a career in it
• Proactive; you anticipate needs, send the follow‑up, and close loops without being asked
• A proficient user of AI tools (Claude, ChatGPT, or similar) who has built real workflows to work faster and more accurately
• Highly organized, with demonstrated systems for managing tasks, contacts, and deadlines
• Discreet and professional in handling confidential business, financial, and personnel information
• Calm under pressure and direct enough to raise concerns when something doesn't make sense

Qualifications:

Required:

• 3–5 years supporting a CEO, founder, or senior executive directly
• Digital native with demonstrated proficiency in AI tools
• Excellent written and verbal communication skills
• Google Workspace and Microsoft 365 proficiency
• Ability to work on-site in Bethlehem, PA

Preferred:

• Experience at a startup that raised Seed or Series A funding
• Exposure to hardware, robotics, defense, or deep tech companies
• Experience supporting government proposal or compliance deadlines
• Experience using and managing CRM systems
• Strong project-management instincts; comfortable using tools such as ClickUp to track owners, deadlines, dependencies, and follow-through
• Do what you say, say what you do
• We all make mistakes; it is what we do afterwards that defines us
• Treat all with respect. Period.
• Leave a situation better than you found it
• Just because something has always been done a certain way doesn't mean it has to be done that way in the future

Compensation & Location:

Salary: $60k–$95k, with performance-based increases tied to company milestones and expanding responsibility

PTO: Flexible and informal

Equity: Early‑stage equity grant

Hours: Standard business hours; occasional flexibility for time-sensitive items is expected in a startup environment and is reciprocated with WFH and more flexible hours during quieter periods

Flexibility: Willing to adapt role and package for the right candidate