Executive Assistant

About the Company

Flex is a fast-growing fintech company based in New York City that is rethinking how rent gets paid. Its platform is designed to give renters more flexibility in managing one of their largest monthly expenses, making rent payments easier to time with their personal budgets and cash flow. After building strong investor backing and a large user base while operating quietly, the company is now expanding its team to support continued growth.

About the Role

Flex is hiring a proactive, highly organized Executive Administrator to support a group of senior leaders. This position is central to how the executive team functions, with a focus on protecting leaders’ time, improving concentration, and keeping schedules, meetings, and follow-through running smoothly.

This is not a standard administrative position. The role calls for a partner mindset: someone who can understand business priorities, use good judgment, and work as part of a coordinated executive support team. You will collaborate closely with the Manager, Executive Administration and other executive assistants to make sure scheduling decisions reflect company-wide priorities rather than isolated calendars.

Work Location

This is a hybrid role with at least three days each week expected in the office. Candidates must be based in New York or the San Francisco Bay Area.

Responsibilities

• Manage calendars end to end for a small group of 2 to 3 senior executives, including scheduling, rescheduling, and prioritizing requests.
• Evaluate competing meeting demands, protect focus time, and escalate tradeoffs when needed.
• Coordinate cross-executive scheduling with fellow executive assistants using an organization-wide perspective.
• Maintain strong meeting standards, including sensible meeting lengths, clear agendas, and timely preparation materials.
• Arrange business travel for supported leaders, covering flights, hotels, local transportation, and complete itineraries.
• Spot logistical risks early and resolve issues before they affect plans.
• Help organize leadership offsites, board meetings, and company-wide meeting logistics as needed.
• Prepare briefings, agendas, and background documents for important meetings.
• Use AI transcription and action-tracking tools to capture outcomes and ensure follow-through on commitments.
• Support executives in keeping track of action items and next steps from high-priority discussions.
• Use AI-based scheduling, productivity, and research tools as a regular part of daily work.
• Share feedback on AI workflows and help improve the team’s approach over time.
• Take part in weekly EA alignment sessions and help maintain a high-trust, well-coordinated team environment.
• Work with the Manager, Executive Administration to surface coordination issues, workload concerns, and process gaps.
• Contribute to internal playbooks and documentation that help the function scale consistently.

Requirements

• At least 3 years of experience in executive administration, executive support, or a similar role in a fast-moving environment.
• Direct experience supporting senior leaders or C-suite executives with busy, complex calendars.
• Excellent organization and meticulous attention to detail, with a strong habit of following through.
• Good judgment and discretion when handling confidential information or unclear situations.
• Comfort using AI tools in day-to-day work, including scheduling assistants, transcription software, and meeting-prep tools.
• Team-oriented mindset with the understanding that executive support works best as a coordinated function.
• Strong written and verbal communication skills and the ability to represent executives professionally.
• Ability to thrive in a fast-changing, high-growth environment where speed and shifting priorities are the norm.

Compensation

For candidates in Tier 1 markets such as New York City and San Francisco, the on-target earning range for this role is USD 90,000 to 120,000. For other U.S. locations, compensation is adjusted using Flex’s geographic pay differential based on local labor market conditions.

Benefits

Full-time U.S. employees receive competitive medical, dental, and vision coverage, company equity, a 401(k) plan with company match, unlimited paid time off plus 13 company-paid holidays, parental leave, and a free Flex subscription. Full-time non-U.S. employees receive competitive compensation with company equity and unlimited PTO.

Additional Information

Flex has a distributed workforce across the United States, Australia, Canada, and South America. The company emphasizes a thoughtful, inclusive culture and values diverse perspectives. Roles in New York, San Francisco, and Salt Lake City are generally hybrid with 2 to 3 days per week in the office. Candidates outside these areas may qualify for relocation assistance.