Office Administrator

Department: Finance/HR

Reports To: Chief Financial Officer

NOTE:  This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

Position Overview:

The Office Administrator will provide support to the Phoenix executive team by performing a variety of administrative activities.  In addition, the Office Administrator will perform a wide range of general clerical duties to ensure that the Phoenix offices are performing optimally.

Duties and Responsibilities:

  • Provide administrative support to the executive team members including:

    • Managing calendars

    • Booking travel arrangements

    • Preparing expense reports and timesheets

    • Liaise with board members to schedule meetings and prepare materials

    • Assist with preparing presentations and documents

    • Assist in obtaining necessary signatures on documents for company attorneys

  • Manage incoming calls and greet visitors.  Maintain and store the visitor log.

  • Open, sort, and distribute incoming correspondence

  • Maintain office and janitorial supplies

  • Plans and executes company wide activities and meetings

  • Plans and executes board of director and shareholder meetings

  • Manage the use of conference rooms

  • Other duties as assigned

Qualifications:

  • Associates degree in business preferred.  Will consider equivalent experience in office administration.

  • A minimum of 3+ years of office administrative experience preferred

  • Ability to work independently with limited supervision

  • Proficient in Microsoft Office Applications (Word, Excel, PowerPoint)

  • Exceptional written and verbal communication skills

  • Effective organization and prioritization skills

  • Sensitivity to confidential matters; ability to protect confidentiality

  • Valid driver’s license and state-required proof of auto insurance

  • Flexibility to help wherever needed

Phoenix offers an exceptional benefit and compensation package in a transparent, collaborative team environment and is proud to be an Equal Employment Opportunity and Affirmative Action employer.  We celebrate diversity and are committed to creating an inclusive environment for all employees.  If this opportunity peaks your interest and you feel Phoenix may be the organization for you, we look forward to hearing from you. 

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