Executive Support Specialist

2 weeks ago


Great Neck, New York, United States Phaxis LLC Full time
Job Summary

We are seeking a highly skilled and organized Executive Support Specialist to join our team at Phaxis LLC. The successful candidate will provide exceptional support to our owner and family executives, ensuring seamless execution of business and personal tasks.

Key Responsibilities
  • Arrange and manage travel for company owner and owner family executives
  • Effectively manage and prioritize multiple calendars and meeting schedules
  • Draft, review, and send communications on behalf of company owner and owner family executives
  • Assist in scheduling and planning internal and external events and team sessions
  • Answer and respond to phone calls, communicate messages and information to the executives
  • Prioritize emails and respond when necessary
  • Maintain various records and documents for company executive(s)
  • Manage rudimentary financial functions like preparing personal checks, depositing checks, preparing expense reports
  • Ad hoc and personal support for owner and owner executives
Additional Responsibilities
  • Function part-time as office/admin assistant overseeing office functions, like ordering supplies, keeping kitchen tidy and stocked, copying and scanning, doing background checks, emailing documents, mailing and distributing mail
  • Act as receptionist for the office
Requirements
  • 5+ years of experience in a fast-paced environment
  • Extensive experience booking and coordinating travel and monitoring bookings for best pricing and manage changes during a trip due to weather or other reasons
  • Ability to work independently with minimal supervision
  • Ability to adapt and be flexible
  • Ability to develop close working relationships with the staff and make independent and cost-effective decisions
  • Possess a high level of thinking and problem-solving to resolve issues
  • Advanced proficiency with Microsoft Office suite (Outlook, Excel, and Word)
  • Associates degree minimum
  • Excellent written and verbal communication skills
  • Time-management skills
  • Ability to pay attention to detail
  • Organization skills
  • Ability to multitask
Benefits
  • The salary for this position is $80,000 depending on experience and capabilities
  • All employees are eligible to participate in firm's comprehensive program of benefits, including:
  • Paid Vacation
  • Health, Dental and Vision Insurance
  • Life Insurance
  • Accidental Death or Dismemberment
  • Long-Term Disability
  • 401k Plan with 6% matching


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