Executive Assistant

Phaxis is seeking an Executive Assistant to serve as a trusted thought partner to the VP, providing high-level administrative, operational, and project support. The role focuses on managing competing priorities in a fast-paced, mission-driven environment while also offering light-touch coordination support.

• Manage complex calendar, travel, and scheduling logistics for the VP.

• Track deliverables, deadlines, and follow-ups across priorities and projects.

• Maintain contacts and meeting notes in Salesforce.

• Handle expenses, travel budgets, grant due diligence research, contract support, and records management.

• Coordinate and support meetings, workshops, and cross-team initiatives.

• Provide light scheduling and administrative support to team members.

• Maintain organized systems for documents, contracts, and project tracking using tools such as Salesforce and SharePoint.

• Assist with budget tracking, invoice processing, and forecasting support.

• Act as a coordination hub across internal teams and external partners.

• 3+ years of executive-level administrative experience supporting senior leadership.

• Strong organizational and project management skills.

• Excellent written and verbal communication skills.

• High proficiency in Microsoft Office and Salesforce.

• Sound judgment and ability to handle confidential matters.

• Experience in mission-driven, global, or complex organizations preferred.

• Fast-paced, mission-driven work environment.

• Light-touch coordination support responsibilities in addition to executive support.