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Administrative Coordinator

1 month ago

New York, New York, United States Phaxis Full time
Administrative Assistant/Coordinator

Phaxis is seeking an experienced Administrative Assistant/Coordinator to join its growing organization. The ideal candidate will provide exceptional hospitality, ensuring a welcoming and professional environment for all visitors and team members.

Key Responsibilities:

  • Coordinate and organize staff and client meetings, including arranging catering, managing technology needs, and ensuring all logistical details are handled smoothly.
  • Assist with general office upkeep, including maintaining a tidy and organized environment, and ensuring timely clean-up after meetings and events.
  • Support the smooth daily operations of the office and provide organizational support to multiple Principals, Project Managers, and Operational Teams.
  • Provide support to Principals and Project Managers with financial tasks, including managing expense reports, processing corporate charges, etc.
  • Coordinate and book Principal/Project Managers' travel arrangements; arrange flights, hotel, drivers, rental cars, and dinner reservations.
  • Maintain Principal/Project Managers' calendar by tracking the availability while in the office and updating when the Principal/Project Manager is expected to be out of the office, coordinate Principal/Project Managers' availability to attend meetings, performance reviews and interviews.

Requirements:

  • Bachelor's or Master's Degree required.
  • Three to Six (3-6) years of Experience in an Administrative Support role in an Office/Professional Setting required.
  • Proficiency in Microsoft Office Suite Programs (Word, Excel, Outlook, PowerPoint, etc.) is required.
  • Familiarity with Adobe Design Suite is a plus.
  • Excellent Verbal and Written Communication skills; and Interpersonal and Customer Service skills required.
  • Excellent Organizational skills; and Attention to Detail skills required.
  • Calendar Management/Monitoring skills required.
  • Travel coordination/management skills required.
  • Expense report coordination/management/handling skills required.

Working Conditions:

Working in the firm's mid-town offices located near Bryant Park, Mon-Fri, 9am-6pm.