Executive Assistant

2 weeks ago

San Jose, United States Flex Full time

Job Posting Start Date 10-31-2024 Job Posting End Date 12-30-2024

Flex is the diversified manufacturing partner of choice that helps market-leading brands design, build and deliver innovative products that improve the world.

We believe in the power of diversity and inclusion and cultivate a workplace culture of belonging that views uniqueness as a competitive edge and builds a community that enables our people to push the limits of innovation to make great products that create value and improve people's lives.

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.

Job Summary

Flex Executive Assistants are experienced professionals who proactively support our executives across the globe. By building value for the business, these critical team members are strategic business partners who support the executives and their teams to achieve company goals.

For our teams in San Jose, CA we are looking for an Executive Assistant to provide valuable administrative and operational support. This unique role offers a unique perspective in the company. As such, you will contribute to projects that help drive business priorities and strengthen team collaboration to support the growth of the company.

The Executive Assistants' scope and role may be adapted based on their particular 'executive's job functions/business, personality, and communication style.

Talented Executive Assistants know and understand that the executive's success is a reflection of their work and vice versa. As the global manufacturing and supply chain partner of choice, Flex has a positive, diverse, and supportive culture, with dynamic and limitless career opportunities. We are eager to add another strong contributor to our Flex Forward Strategy and our growing team of proactive Executive Assistants.

Let's create the extraordinary together

Core Responsibilities

Administration operations are vital for a successful collaboration with the executive. This is where your organizing, and prioritization skills can really shine. You will:

  • 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.
  • Organize business-related meetings, such as food orders, luncheon planning, materials, etc.
  • Full inbox and call management; answering on behalf of the executive as appropriate; resolves routine and complex inquiries
  • Book domestic and international travel in alignment with the company's travel policy, considering travel Visas, costs, and proper documentation
  • Verifies and approves transactions on behalf of the executive
  • Ensure the timely submission of expenses and review/provide feedback on expense reports submitted by the executive's direct reports
Operations, strategy & project management tasks require a proactive mindset and the ability to manage and review projects, collaborating with multiple stakeholders. You will:
  • 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. Follow up and provide reminders on project deadlines and deliverables.
  • Proactively manage calendar priorities based on customer meetings, Forecast, Earnings Release, Board of Directors, current projects, team needs, etc.
  • Contribute to leadership meetings by taking notes and tracking action items
  • Conducts research, compiles, and drafts statistical reports & presentations
  • Understands and adapts to the impacts of changing business processes and the relevance of performance metrics
  • Handles budgets, bill paying and monitoring, ordering and maintaining supplies/equipment
Communication & People - as a liaison for the executive, you will:
  • Act 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
  • Partners with the corporate communication team to implement communication strategies and materials that support key initiatives and convey pertinent details to all stakeholders
  • Onboarding new employees and training new team members
Minimum Requirements
  • Minimum of 5+ years of applicable administrative experience supporting a VP, SVP, or C-level executives, 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, 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
  • Strong Excel, PowerPoint, Outlook mail and calendaring skills, conference call set up, and audio and visual conferencing programs including Zoom
  • Project Management experience needed at an intermediate level. Proven ability to manage projects, work under pressure, and consistently meet deadlines
  • Experience with budget and event planning/management
  • Bachelor's degree or equivalent relevant experience
Additional Desired Skills/Traits
  • Agility and flexibility in response to rapid changing priorities and needs
  • Demonstrate ability and willingness to acquire new competencies and accept new challenges constantly
  • Strong teamwork skills and a confident ability to offer suggestions and improvements to process and work collaboratively with others. Able to take initiative and make well-informed decisions over sometimes ambiguous tasks and situations with little supervision
  • Possess a resourceful & solution-oriented attitude for all situations, no task too big or too small to handle
  • Ability to influence others; handle conflict appropriately, know when to delegate issues, and apply sound judgment
Here are a few examples of what you'll get for the great work you provide:
  • Full range of medical benefits, dental, vision
  • Life Insurance
  • Bonus Eligibility
  • Matching 401K
  • PTO
  • Tuition Reimbursement
  • Employee discounts at local retailers


SS26

Pay Range (Applicable to California)

$86,800.00 USD - $119,400.00 USD Annual

Job Category
Administration

Is Sponsorship Available?
No

Flex is an Equal Opportunity Employer and employment selection decisions are based on merit, qualifications, and abilities. We celebrate diversity and 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 accessibility@flex.com 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).

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