Administrative Assistant Job at Phaxis in Alpharetta

The Administrative Assistant will be responsible for performing an array of administrative functions for multiple senior leaders and their respective teams within our Technology Division. This role requires a proactive, flexible, and detail-oriented professional with the ability to interact with staff (at all levels) in a fast-paced environment. You should demonstrate experience in developing relationships in a highly matrixed organization as well as experience in handling administrative and executive support related tasks with minimal supervision. You will need to manage complex schedules, balance priorities, and adapt procedures, processes, and techniques to the completion of assignments and in line with the department's activities and goals.

Key Responsibilities:

• Provide timely and clear communication to senior management and keep key stakeholders informed.
• Manage assignment calendars, prioritize meeting requests, and proactively resolve scheduling conflicts.
• Coordinate meetings across global time zones, often involving senior stakeholders and cross-functional teams, including arranging logistics (e.g., booking conference calls, meeting rooms, catering and AV).
• Arrange domestic and international travel, obtain visa and country specific requirements, prepare well-organized itineraries, and handle all other travel accommodations.
• Track and submit expense reports and purchase requests, such as IT administrative requests and IT equipment requests, in compliance with Firm policy.
• Assist in the coordination of departmental events, offsites and open forums.
• Maintain and build a strong network of internal and external counterparts.
• Provide back up support to administrative colleagues and ensure area coverage while out of office.
• Support departmental Chief of Staff with strategic team-wide initiatives and ad hoc projects, as needed.

Qualifications:

• Minimum of 3 years of experience in an administrative role, preferably in a Technology or Cybersecurity area.
• High school diploma or GED is required; bachelor's degree preferred.
• Exceptional organizational skills and time management.
• Ability to multi-task and manage multiple priorities in a fast-paced environment.
• Strong problem-solving ability and adaptable team player.
• Proficient in Microsoft Office Suite, and collaboration platforms such as Zoom and Teams.
• Knowledge of general office procedures (e.g., filing, correspondence, scheduling, expenses, calendar).
• Effective interpersonal skills and excellent telephone etiquette.
• Familiarity with tools such as Concur, Workday and Jira is preferred.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Contract

Job function

• Job function

  Administrative

• Industries

  Financial Services and Technology, Information and Media

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