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Executive Assistant

Phaxis

New York, NY

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JOB DETAILS
SALARY
SKILLS
Business Complex, Calendar Management, Catering Services, Communication Skills, Conferences, Detail Oriented, Document Management, Establish Priorities, Executive Assistant Skills , Expense Management, Expense Reports, Financial Services, Hedge Funds, Interpersonal Skills, Legal Documents, Logistics, Microsoft Office, Multitasking, Onboarding, Schedule Development, Team Player, Telephone Skills, Time Management, Travel Planning, Willing to Travel
LOCATION
New York, NY
POSTED
22 days ago
Pay Rate: $37/hr
Position Overview:

This role supports a large team of investment professionals in the New York and West Conshohocken offices within the Hedge Fund Solutions Group.
Responsibilities:
  • Understand firm policies and procedures for expenses and travel, including monetary thresholds and approvals.
  • Organize travel arrangements and agendas for meetings, conferences, and events.
  • Coordinate on-site client meetings with room reservations, catering, and logistics.
  • Manage expense reports through the Concur system for timely settlements.
  • Process vendor payments via the Smaart system and obtain necessary cost approvals.
  • Provide telephone coverage and respond to inquiries with excellent judgment.
  • Maintain confidentiality of sensitive information related to the firm and clients.
  • Monitor, manage, and schedule calendars extensively.
  • Provide backup coverage for colleagues during absences.
  • Review and prioritize emails, taking appropriate action as needed.
  • Coordinate and complete special projects as assigned.
  • Arrange domestic and international travel, including visas and currency exchanges.
  • Schedule complex meetings by managing participant availability.
  • Handle travel logistics efficiently.
  • Manage documentation, ensuring proper recording and organization.
  • Assist with onboarding and offboarding employees.
  • Facilitate execution of legal documents.
  • Engage in ad hoc project work.
Qualifications:
  • Essential experience in executive-level administrative roles.
  • Flexible, proactive, and willing to take on new projects.
  • Detail-oriented and service-oriented, capable of independent and collaborative work.
  • Quick learner for proprietary systems.
  • Ability to manage multiple priorities and take initiative, escalating issues when necessary.
  • Preferred experience in Financial Services.
  • Excellent communication skills in writing, speaking, and interpersonal interactions.
  • Mandatory college degree.
  • Proficient in Microsoft Office.
  • Adaptable to evolving team and business complexities.

About the Company

P

Phaxis

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.
COMPANY SIZE
50 to 99 employees
INDUSTRY
Staffing/Employment Agencies
FOUNDED
2002
WEBSITE
https://phaxis.com/

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