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Phaxis
Administrative AssistantPhaxis • Boston, MA, US
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Administrative Assistant

Administrative Assistant

Phaxis • Boston, MA, US
8 days ago
Job type
  • Full-time
  • Quick Apply
Job description

Basic Purpose:

The Administrative Assistant is an integral part of Client's North America Sales leadership team. This is a great entry point for an early career professional who wants exposure to how a high-performing sales organization operates. You'll work closely with senior leaders, build strong business and communication skills, and contribute to day-to-day execution that keeps the team running smoothly. Success in this role comes from being organized, curious, proactive, and comfortable juggling priorities in a fast-paced, collaborative environment.

Primary Responsibilities:

  • Provide day-to-day administrative support, including travel coordination, expense reporting, calendar management, and team meeting logistics (agendas, notes, and follow-ups as needed).
  • Coordinate all aspects of travel, including booking flights, hotels, and car service;preparing itineraries;and supporting international travel requirements as needed.
  • Manage calendars in Outlook by scheduling meetings and conference calls, resolving conflicts, coordinating rooms, and supporting video conference setup and materials.
  • Prepare and submit expense reports in a timely manner;follow up on discrepancies and missing receipts to keep records current.
  • Handle additional administrative tasks such as maintaining and distributing reports, managing distribution lists, submitting technology requests, preparing copies, ordering office supplies, coordinating equipment needs, routing mail/packages, and greeting guests.
  • Support internal business initiatives and help produce polished, high-quality documents and presentations.
  • Assist the team with onboarding and offboarding activities for employees.
  • Process invoices and create funding requests using internal platforms.
  • Help coordinate client gifts, meal reservations, and team events to support relationship-building and culture.
  • Support ad hoc projects and provide backup coverage for other administrative assistants, as needed.
  • Other duties may be assigned to meet the business needs.


Job Requirements:

  • Bachelor's Degree, Associate's Degree, or equivalent experience.
  • Prior administrative or coordinator experience preferred.
  • Investment management industry experience preferred but not required.
  • Comfortable supporting multiple professionals with calendar scheduling and travel coordination.
  • Strong organization, attention to detail, prioritization skills, and reliable follow-up.
  • Excellent written, verbal and strong interpersonal communication skills.
  • Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook;interest in building presentation/document skills is a plus.
  • Familiarity with Concur, SharePoint, and Ariba is a plus (training can be provided).
  • Flexible attitude with the willingness to take on new assignments.
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Administrative Assistant • Boston, MA, US

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