Administrative Assistant

Phoenix House Foundation is looking for an experienced Administrative Assistant to manage executive calendars by scheduling meetings confirming appointments booking travel transportation and lodging. Reporting the Chief Information Officer you will support the CIO CFO and CHRO of North America by performing a variety of administrative tasks.

To be successful in this role you need to have superb verbal and written communications skills exhibit discretion with sensitive and confidential information and possess strong organizational skills with the ability to multitask. You must have prior experience as an Executive Assistant Personal Assistant or similar role and be proficient with Microsoft Office Suite. Additionally you will need outstanding organizational and time management skills and be able to work independently to meet deadlines. This role is a fulltime homebased position that may require some travel.

Responsibilities and Duties

• Manage the executives daily calendar including scheduling meetings confirming appointments
• Arrange travel and transportation including booking flights trains car rentals and hotel accommodations
• Prepare expense reports
• Manage and prioritize executives emails when asked
• Gathering documents to prepare for meetings
• Act as the point of contact among executives employees clients and other external partners
• Prepare weekly monthly or quarterly reports as needed
• Format information for internal and external communication memos emails presentations reports
• Take minutes during meetings as needed
• Keep the executives communications organized so that they can easily access the most important information without having to sort through lowpriority items
• Exhibit company values of We are Dynamic We are Innovative We are Connected and We Succeed Together
• Perform other duties as assigned

Experience and Qualifications

Required

• Prior work experience as an Executive Assistant Personal Assistant or similar role
• Proficient with Microsoft Office Suite or related software
• Outstanding organizational and time management skills to meet tight deadlines
• Superb communication skills conducted in timely manner
• Work independently; exhibit discretion and keep confidentiality
• Problemsolving and decision making
• Possess strong interpersonal skills

Knowledge Skills and Abilities

• Proactive independent and takes initiative with consistent follow through
• Superb communication skills verbal and written conducted in a timely manner
• Superior time management skills with capability of working with and meeting deadlines
• Exceptional capability to multitask and prioritize with excellent organization and documentation skills in a fastpaced dynamic work environment
• Excellent team player with interpersonal skills
• High level attention to detail and problemsolving skills
• Capable of working collaboratively and independently with minimal supervision
• Exhibit discretion with sensitive and confidential information
• Display a comfort level working with key people at all levels within an organization

Essential Requirements

• Must have US work rights
• Must speak English
• Prior work experience as an Executive Assistant Personal Assistant or similar role
• Proficient with Microsoft Office Suite or related software
• Outstanding organizational and time management skills to meet tight deadlines
• Superb communication skills conducted in timely manner
• Work independently; exhibit discretion and keep confidentiality
• Problemsolving and decision making
• Possess strong interpersonal skills

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the individual for this job and are subject to change with or without notice.

Diversity and Inclusion

Davies is committed to being a diverse and inclusive workplace. We welcome candidates of all genders gender identity and expression neurodiversity sexual orientation disability physical appearance body size race age nationality and belief (or lack thereof).

Rewards and Recognition

We embrace innovation and run an annual competition available for all teammates to submit their ideas. The top finalists travel to the current years competition site where they pitch their ideas to our investors. The winner receives funding to bring their idea to life and the runners up receive a reward for their involvement. Some of our teammates have moved across into brand new positions to further develop their ideas/projects!

Benefits

• Medical dental and vision plans
• 401k plan with employer matching
• Paid Time Off Sick Leave and Paid Holidays
• Life insurance short term and longterm disability plans
• Amazing Executive and Senior leadership as well as fabulous teammates

Position Type Work Environment and Physical Demands

This is a fulltime nonexempt homebased position. This role uses standard office equipment such as computers phones printers photocopiers and scanners and requires prolonged periods of sitting at a desk while working on a computer. While performing the duties of this job the individual will be required to regularly hear and talk. This is a largely sedentary role requiring the ability to sit at a desk reach outward use a phone have use of fingers to operate office equipment such as a keyboard mouse phone printer copier and to reach above the head bend or stand as necessary.

Remote Work :

No