What are the responsibilities and job description for the Executive Assistant position at Phaxis?
We are seeking a highly organized and proactive Executive Assistant to support three senior leaders within a fast-paced packaging manufacturing organization. This role will begin on a part-time basis, with the opportunity to transition to full-time as business needs evolve.
The ideal candidate is detail-oriented, resourceful, and comfortable balancing administrative support with hands-on project work. This individual will act as a trusted partner to leadership, helping manage priorities, streamline operations, and support key initiatives across the business.
Key Responsibilities
- Provide direct administrative support to three senior leaders, including calendar management, scheduling, and coordination of meetings.
- Book appointments, site visits, and business meetings, ensuring efficient use of executives' time.
- Prepare, edit, and format documents, presentations, and correspondence using Microsoft Word and Excel.
- Maintain organized records, files, and documentation.
- Assist with ad-hoc and ongoing projects across operations, procurement, and administration.
- Research and identify new vendors and service providers; gather quotes, compare options, and support vendor onboarding.
- Track project timelines, deliverables, and follow-ups to ensure deadlines are met.
- Support internal coordination between departments as needed.
- Coordinate logistics for meetings, events, and external appointments.
- Serve as a point of contact for vendors, partners, and internal stakeholders.
- Anticipate needs and proactively identify ways to improve processes and workflows.
Required Qualifications
- Prior experience as an Executive Assistant, Administrative Assistant, or similar support role.
- Strong proficiency in Microsoft Office, with particular emphasis on Word and Excel.
- Excellent organizational, time-management, and multitasking skills.
- Strong written and verbal communication skills.
- Comfortable handling confidential and sensitive information with discretion.
- Ability to work independently and take ownership of projects.
- Experience supporting senior leadership in a manufacturing or operations-driven environment.
- Experience with vendor research, sourcing, or coordination.
- Comfortable shifting between administrative tasks and project-based work.
Work Schedule
- Part-time to start, with flexibility in hours.
- Opportunity to grow into a full-time role based on performance and business needs.
- This role will have the flexibility to be fully remote but for the first few weeks you will need to be in office
Salary : $20 - $30