Senior Executive Assistant Job at Phaxis - Technology in Parsippany

1 day per week in Parsippany NJ

6 months contract to hire

Day-to-Day Responsibilities:

We are seeking an experienced and highly organized Executive Administrative Assistant to provide comprehensive support to C-level executives. The ideal candidate will be a proactive, detail-oriented professional who excels in managing multiple priorities and thrives under pressure. This role is critical in ensuring the smooth functioning of executive-level operations, acting as a gatekeeper, and representing the executives in a highly professional manner.

Key Responsibilities:

Calendar Management: Coordinate and manage complex schedules, including meetings, appointments, and travel arrangements. Prioritize time-sensitive matters and adjust schedules as needed.

Communication Liaison: Act as the primary point of contact for internal and external communications on behalf of the executive(s), including managing emails, phone calls, and correspondence.

Meeting Coordination: Schedule, prepare agendas, and arrange logistics for executive meetings, including board meetings and high-level client interactions. Record and distribute minutes, ensuring follow-up on action items.

Travel Arrangements: Organize detailed domestic and international travel itineraries, including flights, accommodations, ground transportation, and dining reservations.

Document Preparation: Draft, review, and format presentations, reports, and other materials for internal and external use. Ensure accuracy and confidentiality in all communications.

Office Management: Liaise with internal departments and external vendors to ensure the smooth operation of the executive office, including handling expenses, invoices, and office supplies.

Event Planning: Assist with planning and execution of company events, conferences, and executive off-site meetings.

Project Support: Manage special projects and initiatives as assigned, ensuring timely completion and alignment with company objectives.