Executive Assistant

Executive Assistant – On-Site

Sigma Technologies is seeking an experienced Executive Assistant to provide high-level administrative and operational support to our Chief Operating Officer.

This is a highly visible position that requires exceptional professionalism, discretion, organization, and follow-through. The Executive Assistant will manage a dynamic executive calendar, coordinate meetings and travel, prepare correspondence and presentations, track important assignments, and support special projects and business development activities.

The person in this role will regularly interact with company leaders, team members, clients, and external business partners. Success will require the ability to anticipate needs, manage competing priorities, exercise sound judgment, and handle sensitive information with the highest level of confidentiality.

What You Can Expect To Do

• Provide high-level administrative and operational support to the Chief Operating Officer.
• Manage and prioritize a dynamic calendar of appointments, client meetings, company events, and other commitments.
• Anticipate upcoming responsibilities, scheduling conflicts, and executive needs, proactively recommending solutions.
• Serve as a gatekeeper by appropriately screening, prioritizing, and responding to calls, requests, correspondence, and meeting invitations.
• Coordinate meetings and video conferences, prepare agendas and supporting materials, document minutes, and track follow-up items.
• Manage assigned projects and action items, including communicating assignments on behalf of the COO, monitoring deadlines, and verifying completion.
• Prepare the COO for meetings, presentations, conferences, client visits, and business travel.
• Arrange detailed travel plans, transportation, accommodations, itineraries, and other travel-related logistics.
• Draft and edit letters, presentations, reports, client correspondence, and other executive-level communications.
• Prepare materials for customer presentations, company meetings, conferences, and industry events.
• Complete and submit accurate, timely expense reports.
• Represent the COO and Sigma professionally at client functions, company events, and industry events.
• Support business development activities in coordination with the Marketing team and other company leaders.
• Identify opportunities to improve administrative processes, communication, organization, and overall efficiency.
• Perform other responsibilities and special projects as assigned.

Requirements

What We're Looking For

• This position is required to work ON SITE at our Perrysburg, Ohio headquarters during the hours of 7:30 AM-5:00 PM.
• Experience: 5+ years as Administrative Executive Assistant supporting Senior Level Managers required.
• Education: High school diploma, or equivalent, is required. An advanced degree is strongly preferred.
• 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.
• Other duties as assigned

Physical Requirements

• 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.

What We Offer

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

This job advertisement should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of a job. The individual may be required to perform job-related responsibilities and tasks other than those stated in this ad.

This advertisement does not constitute an employment agreement between Sigma and the employee and is subject to change by Sigma as the needs of the organization and/or the requirements of the function change.

Pay is commensurate with experience and education. Sigma is an equal opportunity employer and will not discriminate based on an employee's race, color, gender, sexual preference, gender identity, age, religion, national origin, disability, genetic information, veteran/military status, or any other classification protected by law.

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