Executive/Personal Assistant to CEO - Phaxis LLC

Provide support for the owner and family executives to navigate business and limited personal tasks. Maintaining and updating critical data and spreadsheets will also be a part of the expected responsibilities. The position will report to the primary business owner in the Great Neck location.

Responsibilities

Arrange and Manage travel for company owner and owner family executives both personal and business

Effectively manage and prioritize multiple calendars and meeting schedules then coordinate with multiple attendees.

Draft, review and send communications on behalf of company owner and owner family executives

Assist in scheduling and planning internal and external events and team sessions

Answer and respond to phone calls, communicate messages and information to the executives

Prioritize emails and respond when necessary

Maintain various records and documents for company executive(s)

Manage rudimentary financial functions like preparing personal checks, depositing checks, preparing expense reports etc.

Ad hoc and personal support for owner and owner executives

Function part-time as office / admin assistant overseeing office functions, like ordering supplies, keeping kitchen tidy and stocked, copying and scanning, doing background checks, emailing documents, mailing and distributing mail.

Act as receptionist for the office

Required Qualifications and Skills

5+ years of experience in a fast-paced environment

Extensive experience booking and coordinating travel and monitoring bookings for best pricing and manage changes during a trip due to weather or other reasons.

Ability to work independently with minimal supervision.

Ability to adapt and be flexible

Ability to develop close working relationships with the staff and make independent and cost-effective decisions

Possess a high level of thinking and problem-solving to resolve issues.

Demonstrate excellent communications skills and a learning approach, consulting others in the organization as necessary and expressing ideas to improve processes.

Advanced proficiency with Microsoft Office suite (Outlook, Excel, and Word)

Associates degree minimum

Excellent written and verbal communication skills

Time-management skills

Ability to pay attention to detail

Organization skills

Ability to multitask

Salary and Benefits

The salary for this position is $80,000 - 85,000 depending on experience and capabilities. All employees are eligible to participate in firm's comprehensive program of benefits, including:

Paid Vacation

Health, Dental and Vision Insurance

Life Insurance

Accidental Death or Dismemberment

Long-Term Disability

401k Plan with 6% matching