Administrative Assistant

Position Description:

FlexGen is seeking a highly organized and proactive Administrative Assistant to support the Business Development leadership team, reporting directly to the Executive Assistant. This position is part of the Business Operations team and plays a key role in enabling the efficiency and effectiveness of our Business Development function.

The ideal candidate is resourceful, detail-oriented, and comfortable working in a fast-paced environment with shifting priorities. In addition to providing high-level administrative support, the role includes event coordination, travel management, expense processing, and light office management tasks.

This is an on-site role based in Durham, NC

Major Job Responsibilities:

Executive Support:

·        Manage complex and dynamic calendars for Business Development leaders

·        Coordinate domestic and international travel, including preparing detailed itineraries

·        Prepare, review, and submit expense reports via the company’s expense system (e.g., Concur, Expensify)

·        Draft and edit internal and external communications, presentations, and reports

·        Act as the primary point of contact and liaison between Business Development and other departments or external partners

·        Maintain executive contact lists, tracking systems, and documentation

·        Monitor key deliverables, action items, and deadlines, ensuring follow-through

·        Conduct research or compile background materials for meetings or strategy sessions

·        Maintain confidentiality and handle sensitive business information with discretion

Meeting & Event Coordination:

·        Schedule and organize internal meetings, client calls, and off-site events

·        Prepare agendas, take notes, and track follow-up actions

·        Coordinate meeting logistics, including space, A/V, and catering

Office Management (Light Duties):

·        Order and restock office supplies, snacks, and beverages

·        Coordinate with facility management and office service vendors

·        Assist with workspace setup and onboarding for new team members

·        Greet and support visitors as needed

Position Requirements:

• 3–5 years of experience as an Executive Assistant, preferably supporting senior leadership
• Strong organizational and multitasking skills with the ability to adapt quickly
• Prior experience in a sales or business development environment is a plus
• Proficient in Microsoft Office Suite, Google Workspace, and expense management platforms
• Experience with CRM systems (e.g., Salesforce) is a plus
• Exceptional written and verbal communication skills
• High level of professionalism, integrity, and discretion

Self-starter who thrives in a collaborative and fast-moving environment

FlexGen provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, FlexGen complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. 

FlexGen expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. 

To the extent permitted by law, employees are subject to periodic random drug testing, and post-accident and reasonable suspicion drug and alcohol testing.