Executive Assistant to President - Phaxis LLC

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Manage and maintain calendar-arrange and coordinate meetings, calls, appointments, while keeping President on busy schedule

Manage initial intake on all incoming calls and inquires

Routinely update databases, i.e., contact list with addresses, executive board, advisory board members, etc.

Document actions related to member communications

Document meeting minutes at the request of the President, i.e., senior meetings, Ex. Board, Trustee meetings, etc., and maintain filing both digital and hardcopy

Prepares reports, charts, and other presentation materials as requested

Book travel arrangements, domestic and international flights, hotels rental cars, car service,

Manage travel/business accounts (i.e., Delta, JetBlue, Client, etc.).

Monitor, screen, respond to, and distribute incoming communications.

Receive and interact with guests/VIPs in the office, at events, etc.

Complete expense reports, track receipts, for President

Prepare and/or edit communications

Maintain organized file (hard copies and cloud file storage)

Attend meetings as necessary and some personal work for President.

Coordinate office events and outings

Monitor inside and outside cameras

Overall, first line communicator

Manage union slate election process every three years:

o Mail notification to members of election

o Nomination of election committee and election committee to verify all signatures

Maintain on-hand inventory of event supplies, i.e. kitchen supplies, beverages, etc.

Review of Senior Staff expense reports for completion before President's approval

Attend meetings, seminars, conferences as requested

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty of the Executive Office satisfactorily. Must possess a valid driver's license, excellent oral and written communication and interpersonal skills, ability to maintain confidentiality and sensitive information, proficiency with Microsoft Word, Excel, PowerPoint, Outlook Mail and Calendar, as well as be able to adapt to proprietary software quickly, must be highly organized, detail-oriented, the ability to multi-task and perform in a deadline oriented environment, possess a strong-work ethic, be self-motivated and self-directed, and be able to perform in a team setting, strong project management skills, good sense of humor. Must possess an active notary license.

EDUCATION and/or EXPERIENCE

Associate degree in related field is preferred and a minimum of three years related experience from an office setting reporting to a high-level executive.

LANGUAGE SKILLS

Bi-lingual Spanish speaking is a plus.

Must Have Qualifications:
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Plusses:
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Day-to-Day Responsibilities:
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