Job Description
Who you are 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 What the job involves 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 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 Benefits 100% company-paid medical, dental, and vision 401(k) + company stock options Unlimited paid time off + company paid holidays Parental leave + IVF and adoption support Flex Cares Program: Non-profit company match + pet adoption coverage Pet Insurance Free Flex subscription