Administrative Assistant

Job Posting Start Date 09-11-2025 Job Posting End Date 10-10-2025

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.

Job Summary

To support our extraordinary teams who build great products and contribute to our growth, we're looking to add an Administrative Assistant located in Buffalo Grove, IL.

Reporting to the VP of Operations (Site Manager), the Administrative Assistant will provide comprehensive executive support to our Vice President and Directors in a dynamic medical manufacturing environment. This role serves as a critical liaison between executive leadership and our 1,200+ person organization, requiring exceptional communication skills, discretion, and the ability to manage multiple priorities in a fast-paced healthcare industry setting.

What a typical day looks like:

• Manage calendars for VP and Directors, coordinating meetings
• Prepare and edit executive-level documents
• Screen and prioritize incoming communications
• Coordinate travel arrangements and expense reporting
• Prepare briefing materials and agenda items for executive meetings
• Organize and facilitate executive meetings
• Take detailed meeting minutes and distribute action items
• Plan and execute executive events and customer visits
• Coordinate quarterly business reviews and annual planning sessions
• Serve as primary point of contact between executives and internal/external partners
• Track and follow up on key initiatives and deadlines
• Assist with special projects
• Maintain confidential files and records
• Interface with manufacturing, quality assurance, supply chain, and site support functions
• Coordinate with HR on executive recruiting and organizational changes
• Manage executive expense reports and budget tracking
• Support customer relations activities and staff meeting preparations

• Bachelor's degree preferred or equivalent combination of education and experience
• Minimum 9 years of administrative experience supporting VP and Directors
• Experience in manufacturing, healthcare, medical devices, or regulated industries strongly preferred
• Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook)
• Excellent written and verbal communication skills with ability to interact professionally at all organizational levels
• Strong organizational skills with proven ability to manage multiple competing priorities
• High level of discretion and ability to handle confidential information
• Detail-oriented with strong problem-solving capabilities

• Full range of medical, dental, and vision plans
• Life Insurance
• Short-term and Long-term Disability
• Matching 401(k) Contributions
• Vacation and Paid Sick Time
• Tuition Reimbursement