Executive Assistant - Critical Power
Flex · Austin, TX
- On site
- Full-time
- $75,000 / year
- Austin, TX
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Job highlights
- Support senior executive in Austin, TX.
- Manage calendar, travel, and expenses.
- Coordinate meetings and special projects.
- Act as a key communication liaison.
- Requires 4-5+ years experience.
About the role
About Flex
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. If you are excited about a role but don't meet every bullet point, we encourage you to apply and join us to create the extraordinary.
About the Role
To support our extraordinary teams who build great products and contribute to our growth, we’re looking to add an Executive Assistant as part of our Critical Power business, based from Austin, TX Corp HQ. Reporting to the Chief of Staff, the Executive Assistant will be responsible for a diverse range of responsibilities and opportunities in the areas of administration, operations, and project management, in support of a senior level executive.
What a typical day looks like:
- Manage day-to-day calendar to optimize the executive’s time, ensuring they are prepared for all meetings & priorities.
- Coordinate internal and external meetings, including luncheon planning, travel coordination, etc.
- Book all travel in alignment with the company's travel policy, considering travel Visas, costs, and proper documentation.
- Ensure the timely submission of expenses and review/provide feedback on expense reports submitted by the executive's direct reports
- Other administrative and project duties as required.
- 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 operating system.
- Follow up and provide reminders on project deadlines and deliverables
- Contribute to leadership meetings by taking notes and tracking action items when appropriate.
- Conducts research, compiles, and drafts statistical reports & presentations
- Handles budgets, bill paying and monitoring, ordering and maintaining supplies/equipment
- Acts as a gatekeeper for all inquiries (customers, employees, ELT, visitors, etc.), triage requests, and coordinates communication and actions as necessary.
- Effectively interface with employees from other internal business groups and Senior Executives inside and outside the company and understands key players within all organizations.
- Maintain a "pulse of the business" having a sense for the issues taking place in the organization.
- Onboarding new employees and training new team members.
The experience we’re looking to add to our team:
- Typically looking for 4-5+ years of experience as an executive assistant to senior executive.
- With great time management, problem solving, multitasking and organizational skills
- Experience with setting up domestic & international travel, agendas, etc.
- Availability to travel around 10%
- Experience with Microsoft Office, Teams, Zoom, and various HR or travel tools
Key skills/competency
- Executive Assistant
- Calendar Management
- Travel Coordination
- Expense Reporting
- Project Management
- Microsoft Office Suite
- Communication Skills
- Organizational Skills
- Problem Solving
- Time Management
Skills & topics
- Executive Assistant
- Administrative Assistant
- Office Manager
- Chief of Staff Support
- Calendar Management
- Travel Coordination
- Expense Reporting
- Project Support
- Austin Jobs
- Flex Careers
How to get hired
- Tailor your resume: Highlight 4-5+ years of executive assistant experience and specific skills like calendar management, travel booking, and project coordination.
- Showcase relevant tools: Emphasize your proficiency with Microsoft Office, Teams, Zoom, and any HR or travel platforms.
- Address key responsibilities: Clearly articulate your experience in gatekeeping, stakeholder communication, and maintaining business awareness.
- Demonstrate soft skills: Provide examples of your time management, problem-solving, and multitasking abilities in your application and during interviews.
- Express interest in growth: Mention your desire to contribute to Flex's mission and your willingness to learn and grow within the company.
Technical preparation
Master Microsoft Office Suite and collaboration tools.,Practice scheduling complex domestic/international travel.,Familiarize with expense reporting procedures.,Review project management and tracking methods.
Behavioral questions
Describe a time you managed a busy executive's schedule.,How do you prioritize competing demands?,Explain how you handle confidential information.,Tell me about a time you proactively solved a problem.
Frequently asked questions
- What is the primary responsibility of an Executive Assistant at Flex's Critical Power business?
- The primary responsibility of the Executive Assistant at Flex's Critical Power business is to provide comprehensive administrative, operational, and project management support to a senior-level executive. This includes managing their schedule, coordinating travel and meetings, handling expenses, and acting as a key point of contact for various stakeholders.
- What specific tools and software are important for an Executive Assistant at Flex?
- For this Executive Assistant role at Flex, proficiency in Microsoft Office Suite, Teams, and Zoom is essential. Experience with various HR or travel tools is also highly valued for managing administrative tasks and employee onboarding.
- How much travel is expected for the Executive Assistant position at Flex?
- The Executive Assistant role at Flex requires availability to travel approximately 10% of the time. This travel is primarily for coordinating domestic and international travel arrangements for the executive they support.
- What kind of experience is Flex looking for in an Executive Assistant candidate?
- Flex is looking for candidates with typically 4-5+ years of experience serving as an executive assistant to a senior executive. Strong organizational, time management, problem-solving, and multitasking skills are also crucial.
- How does Flex approach diversity and inclusion for an Executive Assistant role?
- Flex is an Equal Opportunity Employer and bases employment decisions on merit, qualifications, and abilities. They 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 legally protected status. They also offer reasonable accommodations for individuals with disabilities during the application process.
- What is the reporting structure for the Executive Assistant in the Critical Power business?
- The Executive Assistant for the Critical Power business at Flex reports directly to the Chief of Staff. This provides a clear line of communication and support for strategic initiatives.
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