Executive Assistant to Founder & CEO

Flux Consulting Group

Upland, California Flexible Hybrid + Travel Full-Time $88,000-$104,000 annually

About the Role

Flux Consulting Group is seeking an exceptional Executive Assistant to work directly with our Founder & CEO. This is not a traditional administrative role centered solely around calendar management and scheduling. We are looking for someone who can operate alongside a fast-moving executive, anticipate what needs to happen next, create structure around competing priorities, and make sure commitments actually get closed out. The right person will be proactive, highly organized, resourceful, polished, and comfortable exercising independent judgment. They should be able to receive an objective rather than a detailed set of instructions, determine the appropriate next steps, and move things forward. The role will support the Founder across Flux Consulting Group, affiliated business initiatives, and occasional personal or logistical matters that directly impact his ability to focus on higher-value priorities. Success in this position means the Founder spends less time tracking, coordinating, remembering, and following up - and more time focused on the areas where his involvement matters most.

What You’ll Do

Executive & Calendar Support

• Manage and strategically coordinate the Founder’s calendar, meetings, travel, and changing priorities.
• Protect the Founder’s time by identifying conflicts, unnecessary meetings, scheduling inefficiencies, and items that can be handled without his direct involvement.
• Anticipate upcoming needs related to meetings, travel, projects, and commitments.
• Coordinate complex travel arrangements and provide support during travel when required.
• Prepare the Founder for meetings by ensuring relevant information, materials, logistics, and context are readily available.

Meeting & Follow-Up Management

• Attend selected internal and external meetings alongside the Founder.
• Capture decisions, commitments, deadlines, and follow-up items.
• Initiate follow-up immediately following meetings rather than waiting for direction.
• Maintain visibility into commitments made by or to the Founder and ensure nothing falls through the cracks.
• Surface overdue items, blockers, and decisions requiring the Founder’s attention.

Delegation & Accountability Support

• Maintain a clear system for tracking items the Founder delegates across the organization.
• Proactively follow up with team members on outstanding commitments and deadlines.
• Provide concise status updates so the Founder can quickly understand what is on track, what is outstanding, and where his involvement is required.
• Escalate issues appropriately without assuming ownership of work that belongs to another team member or project lead.

Communication & Inbox Support

• Help organize and prioritize communications as trust and familiarity with the role develop.
• Draft emails, follow-ups, meeting requests, and other communications on behalf of the Founder.
• Identify messages requiring immediate attention versus those that can be handled independently or delegated.
• Communicate professionally with employees, clients, executives, vendors, agencies, and external partners.
• Represent the Founder’s priorities accurately and professionally in routine communications.

Executive Operations & Logistics

• Handle administrative and logistical matters that would otherwise consume the Founder’s time.
• Research unfamiliar processes, determine requirements, and coordinate execution with limited direction.
• Assist with matters such as permits, registrations, appointments, business documentation, purchases, reservations, and other executive logistics.
• Coordinate expenses, receipts, mileage, travel documentation, and other administrative processes.
• Learn and utilize company systems for expense tracking, time tracking, project information, communications, and other workflows.
• Support special initiatives directly involving the Founder without becoming the default project manager for those initiatives.

What We’re Looking For

We’re less concerned with a specific industry or degree than we are with how you operate. The strongest candidate will be:

• Proactive: You notice what needs to happen and act before being asked.
• Calm under pressure: You create urgency without creating chaos.
• Highly organized: You can manage dozens of moving pieces without relying on someone el…