Job Description
Position Overview:
We are looking for a detail-oriented and proactive professional to provide essential support to senior staff in a dynamic, client-focused setting. This role demands excellent judgment, strong organizational skills, and the ability to handle multiple priorities independently. The successful candidate will anticipate needs, maintain confidentiality, and perform well under pressure.
Key Responsibilities:
We are looking for a detail-oriented and proactive professional to provide essential support to senior staff in a dynamic, client-focused setting. This role demands excellent judgment, strong organizational skills, and the ability to handle multiple priorities independently. The successful candidate will anticipate needs, maintain confidentiality, and perform well under pressure.
Key Responsibilities:
- Executive and Calendar Management:
- Oversee complex and frequently changing schedules for senior leaders, resolving conflicts and prioritizing effectively.
- Coordinate meetings, calls, and video conferences across various time zones.
- Arrange global meetings on short notice, ensuring high attendance and seamless execution.
- Monitor schedules, including travel and key engagements.
- Client and Stakeholder Coordination:
- Serve as the main contact for clients, senior executives, and internal partners.
- Arrange meetings with external stakeholders and their assistants, managing logistics and materials with AI tools.
- Handle sensitive communications with professionalism.
- Communication and Administrative Support:
- Provide phone coverage, screen calls, and address urgent issues with sound judgment.
- Draft, edit, and prepare various documents, including correspondence and reports.
- Manage incoming communications, ensuring timely follow-up and prioritization.
- Maintain organized records and utilize AI tools for efficient task management.
- Meeting and Event Coordination:
- Organize meeting logistics, including space, technology, and catering.
- Plan client events, team activities, and business functions, preparing and distributing agendas and materials.
- Travel and Expense Management:
- Arrange domestic and international travel, including approvals and logistics.
- Prepare itineraries and process expense reports accurately and promptly.
- Operational and Team Support:
- Collaborate with internal teams to resolve issues and gather information.
- Conduct research to support business activities and provide coverage for team members.
- Assist with onboarding and training of staff, supporting special projects as needed.
- Required Skills and Experience:
- At least 3 years of experience in a similar role within a fast-paced environment.
- Strong organizational, multitasking, and time management skills.
- Ability to work independently and exercise sound judgment.
- Excellent verbal and written communication skills.
- Experience supporting multiple senior stakeholders with complex scheduling.
- High attention to detail and discretion in handling confidential information.
- Flexibility and adaptability to changing priorities.
- Technical Skills:
- Proficient in Microsoft Outlook for calendar management.
- Strong knowledge of Word, PowerPoint, and Excel.
- Experience with video conferencing, travel, and expense systems.
- Familiarity with AI-enabled workplace tools for enhanced productivity is a plus.
Numbers & Facts
| Location | Menlo Park, CA |
| 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
- Artificial Intelligence (AI)unmatched
- Business Supportunmatched
- Calendar Managementunmatched
- Catering Servicesunmatched
- Communication Skillsunmatched
- Customer Relationsunmatched
- Data Collectionunmatched
- Detail Orientedunmatched
- Establish Prioritiesunmatched
- Event Managementunmatched
- Executive Assistant Skills unmatched
- Expense Managementunmatched
- Expense Reportsunmatched
- Logisticsunmatched
- Logistics Managementunmatched
- Materials Managementunmatched
- Microsoft Excelunmatched
- Microsoft Outlookunmatched
- Microsoft PowerPointunmatched
- Microsoft Wordunmatched
- Multitaskingunmatched
- Onboardingunmatched
- Operational Supportunmatched
- Organizational Skillsunmatched
- Plan Meetingsunmatched
- Presentation/Verbal Skillsunmatched
- Problem Solving Skillsunmatched
- Record Keepingunmatched
- Research Skillsunmatched
- Staff Trainingunmatched
- Telephone Skillsunmatched
- Time Managementunmatched
- Videoconferencingunmatched
- Willing to Travelunmatched
- Writing Skillsunmatched
Level up your application
Professional resume templates
Browse dozens of recruiter approved resume templates, layouts and formats. Choose your favorite and make it your own in minutes.
Free resume templatesFree resume builder
Improve your existing resume or start from scratch and create a standout, ATS-friendly resume. Add job-specific content, download and apply.
Free resume builder