Executive Assistant/Office Manager

Sybridge Technologies•Schaumburg, IL

9d•Onsite

About The Position

SyBridge Technologies is seeking a hands-on, proactive, and highly organized Executive Assistant / Office Manager to provide administrative and operational support to the CFO, EVP, Board of Directors, and HR and Finance & Accounting teams. The role combines executive support with daily office operations, legal document coordination, financial and HR administration, and special projects. The ideal candidate is resourceful, detail-oriented, able to work independently with minimal direction, and capable of managing competing priorities while handling confidential information with professionalism and discretion. The position works in a professional corporate office and regularly interacts with executive leadership, Board members, employees, vendors, and external stakeholders. Occasional flexibility outside standard business hours may be required to support executive schedules and Board meetings. 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 appropriately handle confidential employee, financial, legal, and corporate information.
Willingness to personally manage daily administrative tasks and departmental support activities.
Ability to maintain accurate records, track deadlines, and ensure tasks are completed.
Ability to anticipate needs, resolve issues proactively, and adapt to shifting priorities in a dynamic business environment.
Ability to work effectively with executives, HR, Finance & Accounting, legal counsel, employees, vendors, and external stakeholders.

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 and 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 meeting arrangements for Board members and senior leadership, including travel, accommodations, conference rooms, and virtual meeting access.
Track executive commitments, deadlines, and action items, and proactively address scheduling, logistical, and administrative needs.
Oversee daily office operations and serve as a primary point of contact for office-related 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 administrative documentation.
Provide HR administrative support, including document preparation, filing, record maintenance, reporting, onboarding and offboarding documentation, employee meetings, interviews, training sessions, and HR communications.
Maintain confidential employee files and HR documentation, track employee documentation and training records, and 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, vendor documentation, and tracking payment requests, approvals, and outstanding items.
Organize financial records and supporting documentation for reporting, audits, and internal reviews; assist with financial reports, presentations, budgets, and executive materials.
Coordinate document collection and follow-up for month-end, quarter-end, and year-end activities; maintain accurate financial records and route documents for review and approval.
Coordinate contract and business-document review with internal or external legal counsel; route documents for legal review, executive approval, and signature.
Track legal review requests, document revisions, approvals, renewal dates, and deadlines; maintain confidential legal documents, corporate records, and executed agreements.
Support corporate governance materials, Board documentation, legal matters, and compliance initiatives; coordinate follow-up with stakeholders and counsel and maintain document version control.
Prepare, review, and proofread business documents, spreadsheets, presentations, and correspondence; maintain organized, accurate, accessible, and secure electronic and physical filing systems.
Support special projects and cross-functional initiatives from planning through completion, coordinate communications across departments and locations, and identify opportunities to improve processes and efficiency.
Provide hands-on administrative support wherever needed to keep executive and departmental operations running smoothly.