Phaxis is hiring: Executive Assistant in Alpharetta

Company Profile

Company Profile: Client is a premier global financial services firm engaged in investment banking, securities, investment management, and wealth management services. With a presence in over 40 countries and a workforce of dedicated professionals in more than 700 offices worldwide, we are committed to excellence and integrity. We value a diverse and inclusive workplace where every employee can reach their full potential, contributing to our shared goals while balancing personal and professional aspirations.

Job Summary

This role offers a unique opportunity to be part of an integral department Global Centers Management responsible for developing the Firm's workforce strategy and driving execution. Global Centers are pivotal to our operations, housing approximately 30,000 roles that support both revenue-generating and infrastructure functions. You will support and are integral to the success of 2 Executive Directors on our Operating Committees, assisting them in driving daily and long-term priorities, organizing their days, coordinating their travel and events, and developing relationships with peer administrative professionals supporting our internal clients across the Firm globally.

Job Description

We are seeking a highly skilled and experienced Executive Assistant to provide comprehensive support to our senior executives. This role requires exceptional organizational skills, the ability to manage multiple high-priority tasks, and a strong background in executive-level assistance. The ideal candidate should be self-motivated with strong ability to operate independently, collaborates well with peers and colleagues, and demonstrates strong accountability for the responsibilities of the role.

Responsibilities

• Provide onsite administrative support for 2 Executive Directors on our Executive / Operating Committees; Offer backup coverage for other Managing Directors in the division as required.
• Work closely with peer administrative professionals within GC Management and across the Firm, including those located across three regions (Americas, EMEA, Asia).
• Assist in tracking team priorities and handle highly confidential documents and correspondence; Manage highly sensitive information related to the Firm and staff.
• Manage heavy calendars and coordinate meetings, agendas, and conferences; quickly resolving meeting conflicts and scheduling prioritization proactively.
• Organize departmental events, book conference rooms, order catering, and coordinate A/V multimedia requirements.
• Provide telephone coverage and call screening for executives.
• Prepare arrangements and itineraries for both domestic and international travel including flights, hotels, ground transportation, and currency exchange.
• Monitor travel profile and visa status for executives and procure visas as required (with assistance from Client travel desk).
• Manage pre-approvals for travel and entertainment as required; Process receipts for expense management on a timely basis; Manage vendor information, payments, and invoice processing as required.
• Navigate the Firm's resources and interface with various departments on behalf of executives including technology support, facilities requests, and general troubleshooting.
• Provide miscellaneous support as required including: print and collate documents, manage email distribution groups, perform basic research and news feed, distribute executives' mail or arrange for shipping / messenger services, take meeting minutes, coordinate visitor arrangements, and manage ad hoc projects.

Preferred Characteristics of Successful Candidate

• Minimum 10+ years of experience supporting senior executive with demonstrated success.
• Experience working in the financial services industry or relative corporate experience preferred.
• Strong ability to operate autonomously, proactively and be highly responsive while operating effectively within a fast-paced environment and handle high-pressure situations.
• Highly service-oriented, capable of tailoring approach to support to multiple preferences/styles.
• Demonstration of enthusiasm, aptitude, flexibility, and willingness to learn.
• Strong work ethic with desire to work in global organization and flex schedule accordingly.
• Strong attention to detail and able to multi-task and project manage multiple deadlines.
• Exceptional communication, organizational, and interpersonal skills.
• Deep experience in heavy calendar management, domestic/international travel coordination.
• Proficient skills in Microsoft Office Suite, especially Outlook for email, calendars, and contacts.

Seniority level

• Associate

Employment type

• Contract

Job function

• Administrative

Industries

• Banking, Financial Services, and Investment Banking

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