Job Description
Basic Purpose:
The Administrative Assistant is an integral part of Client's North America Sales leadership team. This is a great entry point for an early career professional who wants exposure to how a high-performing sales organization operates. You'll work closely with senior leaders, build strong business and communication skills, and contribute to day-to-day execution that keeps the team running smoothly. Success in this role comes from being organized, curious, proactive, and comfortable juggling priorities in a fast-paced, collaborative environment.
Primary Responsibilities:
The Administrative Assistant is an integral part of Client's North America Sales leadership team. This is a great entry point for an early career professional who wants exposure to how a high-performing sales organization operates. You'll work closely with senior leaders, build strong business and communication skills, and contribute to day-to-day execution that keeps the team running smoothly. Success in this role comes from being organized, curious, proactive, and comfortable juggling priorities in a fast-paced, collaborative environment.
Primary Responsibilities:
- Provide day-to-day administrative support, including travel coordination, expense reporting, calendar management, and team meeting logistics (agendas, notes, and follow-ups as needed).
- Coordinate all aspects of travel, including booking flights, hotels, and car service; preparing itineraries; and supporting international travel requirements as needed.
- Manage calendars in Outlook by scheduling meetings and conference calls, resolving conflicts, coordinating rooms, and supporting video conference setup and materials.
- Prepare and submit expense reports in a timely manner; follow up on discrepancies and missing receipts to keep records current.
- Handle additional administrative tasks such as maintaining and distributing reports, managing distribution lists, submitting technology requests, preparing copies, ordering office supplies, coordinating equipment needs, routing mail/packages, and greeting guests.
- Support internal business initiatives and help produce polished, high-quality documents and presentations.
- Assist the team with onboarding and offboarding activities for employees.
- Process invoices and create funding requests using internal platforms.
- Help coordinate client gifts, meal reservations, and team events to support relationship-building and culture.
- Support ad hoc projects and provide backup coverage for other administrative assistants, as needed.
- Other duties may be assigned to meet the business needs.
Job Requirements:
- Bachelor's Degree, Associate's Degree, or equivalent experience.
- Prior administrative or coordinator experience preferred.
- Investment management industry experience preferred but not required.
- Comfortable supporting multiple professionals with calendar scheduling and travel coordination.
- Strong organization, attention to detail, prioritization skills, and reliable follow-up.
- Excellent written, verbal and strong interpersonal communication skills.
- Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook; interest in building presentation/document skills is a plus.
- Familiarity with Concur, SharePoint, and Ariba is a plus (training can be provided).
- Flexible attitude with the willingness to take on new assignments.
Numbers & Facts
| Location | Boston, MA |
| Industry | Staffing/Employment Agencies |
| Company Size | 50 to 99 employees |
| Year Founded | 2002 |
| Website | https://phaxis.com/ |
About Company
We stand for PERSEVERANCE, as we refuse to quit when the journey gets tough. Your gold is our mission, and we search day and night to find it.
Skills
- Administrative Skillsunmatched
- Aribaunmatched
- Automotive Repair and Maintenanceunmatched
- Billingunmatched
- Business Supportunmatched
- Calendar Managementunmatched
- Communication Skillsunmatched
- Customer Support/Serviceunmatched
- Detail Orientedunmatched
- Discrepancy Reportunmatched
- Distribution Managementunmatched
- Establish Prioritiesunmatched
- Expense Reportsunmatched
- Follow Throughunmatched
- Fundingunmatched
- Interpersonal Skillsunmatched
- Investment Managementunmatched
- Leadershipunmatched
- Logisticsunmatched
- Microsoft Excelunmatched
- Microsoft Outlookunmatched
- Microsoft PowerPointunmatched
- Microsoft SharePointunmatched
- Microsoft Wordunmatched
- Multitaskingunmatched
- Onboardingunmatched
- Order Suppliesunmatched
- Organizational Skillsunmatched
- Presentation/Verbal Skillsunmatched
- Record Keepingunmatched
- Salesunmatched
- Team Playerunmatched
- Telephone Skillsunmatched
- Time Managementunmatched
- Travel Planningunmatched
- Videoconferencingunmatched
- Willing to Travelunmatched
- Writing Skillsunmatched
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