Executive Assistant

Sigma Technologies • Perrysburg, OH

15d • Onsite

About The Position

The Executive Assistant will be responsible for providing concierge-style, high-level executive support to the Chief Operating Officer, including administrative tasks, travel, document management, business development, contract administration, and other complex duties and projects. This person will serve as a highly visible member of the COO’s staff at client functions, company events, and industry events and, as such, will be expected to collaborate professionally with other team members, departments heads, and clients while ensuring superior customer service. This role requires the ability to manage multiple assignments effectively, maintain the highest level of trust, work autonomously, and demonstrate strong initiative, excellent judgment, superior follow-through, and attention to detail.

Requirements

• 5+ years as Administrative Executive Assistant supporting Senior Level Managers required.
• High school diploma, or equivalent, is required.
• Advanced skills with MS Office, especially Word, PowerPoint, Outlook, and Teams/SharePoint.
• Very high level of poise, responsibility, and professionalism, with an approachable, confident persona; presents a professional executive image and presence at all times.
• Ability to rapidly grasp and adapt to changing deadlines and priorities.
• Excellent interpersonal and communication skills with individuals at all levels of an organization, both verbally and in writing.
• Exceptional project management, time management, and organizational skills, with attention to detail.
• Strong judgement and problem-solving capabilities.
• Strong self-motivation with the ability to work independently.
• Ability to handle sensitive matters with integrity and maintain high levels of confidentiality.
• Flexibility to work overtime and weekends as requested and needed.
• Must be able to endure frequent, lengthy periods of sedentary work and sit for prolonged periods, including sitting at a desk and driving in a vehicle.
• Must be able to utilize a computer keyboard, computer monitor, and telephone for prolonged periods.
• Must have the physical ability to perform activities such as preparing and analyzing data and figures, transcribing notes, and viewing a computer terminal; these activities require close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Must have the physical ability to express or exchange ideas using spoken words and convey detailed or important spoken instructions to other workers accurately, often in a group setting.
• Must have the ability to receive detailed information through oral and written communication.

Nice To Haves

• An advanced degree is strongly preferred.
• Education, Certification, or Experience as a Paralegal strongly preferred.

Responsibilities

• Use project management, time management, and organizational strategies to ensure efficient completion of tasks.
• Work closely with the COO to ensure he is informed of upcoming commitments and responsibilities, anticipating needs and offering solutions to conflicts.
• Manage and complete assigned projects, delegating tasks to staff on behalf of the COO as directed, tracking and following up on internal staff assignments, and verifying the accuracy of completed work.
• Manage and prioritize a dynamic calendar of appointments, client meetings, and events, acting as a gatekeeper, screening calls and requests, and ensuring the COO’s schedule is followed.
• Organize, facilitate, and create minutes for meetings and video calls.
• Prepare COO for meetings and business travel, including arranging detailed travel plans and itineraries.
• Draft letters, client correspondence, documents, and respond to communications on behalf of the COO as directed.
• Assist with preparing materials for customer presentations and conferences.
• Submit COO expense reports.
• Assist in promoting business development in coordination with the Marketing department.
• Oversight of Front Desk personnel
• Continuously seek improvements in work processes and contribute to a culture of innovation and collaboration.
• Other duties as assigned.

Benefits

• Competitive pay
• Medical, dental and vision plans with up to 85% of the premium sponsored by Sigma
• 401(k) plan with matching contributions up to 5% of salary
• Paid holidays, vacation, and sick time
• Education and professional licensing assistance programs

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 101-250 employees