Executive Assistant

Responsibilities:

• Efficiently plan and coordinate meetings, conference calls, and conference room scheduling, ensuring optimal use of time and resources.
• Provide administrative assistance for 3-4 corporate executives as required, supporting them in their day-to-day activities to enhance productivity.
• Prepare agendas and presentations for weekly, monthly, and quarterly meetings, facilitating effective communication and decision-making.
• Draft and manage correspondence such as memos and letters, maintaining professionalism and accuracy in communication.
• Arrange travel logistics for executives, including flights, accommodations, and transportation.
• Manage incoming calls ensuring prompt, friendly, and professional handling.
• Coordinate meeting set-up and arrange catering.
• Efficiently support office and desk seating charts, including leading the coordination of reserving space for visitors or colleagues without a dedicated / assigned seat.
• Welcome and greet visitors, notify relevant individuals or departments of their arrival, and direct callers to the appropriate location, creating a positive experience.
• Partner with office leadership on office events & activities to assist with driving a positive work culture.
• Oversee daily distribution of incoming and outgoing mail and express packages.
• Perform miscellaneous office duties, including maintaining phone lists and other various contact lists, assisting with office maintenance issues, stocking supplies and snack stations, and organization of storage spaces, multi-purpose areas, and conference rooms.

Education & Experience:

• High school diploma required; college degree preferred.
• 3-5 years office experience preferred in an office setting supporting executive leaders.
• Experience as a receptionist answering phones, greeting visitors, and performing miscellaneous office services tasks required.
• Advanced skills in MS Office (PowerPoint, Excel, Word, Outlook).
• Meeting Planner or Hospitality experience is helpful.

Skills and Abilities:

• Strong interpersonal skills.
• Ability to maintain confidentiality.
• Demonstrated ability to take initiative.
• Detail orientated.
• Active listener.
• Strong communication skills.
• Strong organizational and time management skills.
• Ability to represent SYGMA professionally and pleasantly on the phone, through email or in person with employees, visitors, vendors.
• Ability to prioritize and to multitask.
• Effective problem solver.

Physical Demands:

• Requires sitting, walking, light lifting, conference room set-up.

Working Conditions:

• Corporate office environment, receptionist front desk area, cubicle workspace.
• Occasional work outside of normal business hours required.

License or Certification:

• None