Executive Assistant/Office Manager

Sybridge Technologies • Schaumburg, IL

10d • Onsite

About The Position

SyBridge Technologies is seeking a hands-on, proactive, and highly organized Executive Assistant / Office Manager to provide comprehensive administrative and operational support to the CFO, EVP, Board of Directors, and HR and Finance & Accounting teams. The role combines executive support with office operations, Board meeting coordination, legal document coordination, financial and HR administrative support, and special projects. It is an onsite position in a fast-paced environment requiring sound judgment, independence, accuracy, discretion, and the ability to balance competing priorities and handle confidential information.

The position manages executive calendars and travel, prepares business materials, coordinates Board and committee meetings, and tracks commitments and follow-up. It oversees daily office operations and supports vendors, supplies, facilities, employee onboarding logistics, and office expenses. It also provides administrative support to HR and Finance & Accounting, including document and record maintenance, invoice and expense tracking, and preparation of reports and materials. Legal and compliance duties include routing documents for review and signature, tracking deadlines and revisions, and maintaining confidential corporate and legal records. The role also supports cross-functional projects and helps improve administrative processes. Occasional flexibility outside standard business hours and occasional business travel may be required.

Requirements

• Minimum of 5 years of experience in executive assistance, office management, or administrative support.
• Proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint.
• Strong written and verbal communication skills.
• Excellent organizational skills, attention to detail, and ability to manage multiple priorities.
• Ability to work independently, exercise sound judgment, and meet deadlines with minimal supervision.
• Demonstrated ability to handle confidential employee, financial, legal, and corporate information appropriately.
• Hands-on execution, organization and follow-through, initiative and problem-solving, confidentiality and discretion, communication and collaboration, adaptability, and attention to detail.

Nice To Haves

• Associate’s or bachelor’s degree in business administration, accounting, human resources, or a related field; equivalent experience will be considered.
• Experience supporting senior executives and coordinating Board meetings.
• Experience supporting HR, Finance & Accounting, or legal administration.
• Experience with document management systems, expense reporting, and financial or HR systems.

Responsibilities

• Manage complex calendars, schedule meetings, coordinate appointments, and resolve scheduling conflicts for the CFO and EVP.
• Coordinate domestic and international travel, including flights, accommodations, ground transportation, itineraries, and expense reporting.
• Prepare and format executive correspondence, presentations, reports, agendas, and other business documents.
• Coordinate Board of Directors and committee meetings, including scheduling, logistics, meeting materials, and follow-up activities.
• Compile, format, and distribute confidential Board agendas, presentations, financial reports, and meeting packages.
• Maintain confidential Board records, meeting minutes, resolutions, and related documentation, as assigned.
• Coordinate Board member and senior leadership meeting arrangements, including travel, accommodations, conference rooms, and virtual meeting access.
• Track executive commitments, deadlines, and action items, and anticipate and address administrative and logistical needs.
• Oversee daily office operations and serve as a primary point of contact for office needs, visitors, deliveries, and administrative inquiries.
• Coordinate office supplies, equipment, furniture, maintenance, repairs, service requests, conference rooms, catering, and office events.
• Manage relationships with office vendors, building management, and service providers, including scheduling services and tracking invoices.
• Support employee onboarding logistics, including workspace preparation, access coordination, and supplies.
• Assist with office expense tracking, purchase requests, and budget administration; maintain office procedures, records, contact lists, and documentation.
• Provide HR administrative support, including document preparation, filing, record maintenance, and reporting.
• Assist with employee onboarding and offboarding documentation, maintain confidential employee files, and track employee documentation and training records.
• Coordinate employee meetings, interviews, training sessions, and HR communications; support HR projects, employee communications, and policy distribution.
• Provide Finance & Accounting administrative support, including document preparation, data entry, spreadsheet updates, and report organization.
• Assist with invoice processing, expense reports, purchase orders, and vendor documentation; track approvals, payments, and outstanding items and escalate delays or discrepancies.
• Organize financial records and supporting documentation for reporting, audits, and internal reviews.
• Assist with compiling financial reports, presentations, budgets, and materials for executive review, and coordinate document collection for month-, quarter-, and year-end activities.
• Maintain accurate financial records and route documents for appropriate review and approval.
• Coordinate review of contracts, agreements, and other business documents with internal or external legal counsel.
• Route documents for legal review, executive approval, and signature; track requests, revisions, approvals, renewal dates, and deadlines.
• Maintain confidential legal documents, corporate records, executed agreements, and document version control; support governance materials and compliance initiatives.
• Prepare, review, and proofread business documents, spreadsheets, presentations, and correspondence.
• Maintain organized electronic and physical filing systems and support special projects and cross-functional initiatives from planning through completion.
• Coordinate communications and administrative activities across departments, business units, and company locations.
• Identify opportunities to improve administrative processes, document management, and operational efficiency, and provide hands-on support as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed