Administrative Aide

2 weeks ago

Perrysburg, United States Disability Solutions Full time

Description:

Are you a skilled Executive Assistant looking to join a supportive, passionate team?

We have an attractive opportunity for you


Sigma Technologies is a growing engineering and design firm with over 500 team members across 30+ states. For over 25 years, our work for the power and telecommunications industries has helped accelerate a positive impact in communities all over the nation Our core values Safety, Honesty, Truth, and Decency fuel our culture. At Sigma, you'll find high-performing, passionate individuals collaborating and supporting each other's professional growth. Together, we are TeamSigma.


**To learn more about working at Sigma, visit our careers page and watch our video.
**If you do not have Executive, or Senior-level Administrative experience, please refer to our other open positions: https://bit.ly/TeamSigmaJobs

**While we may list our openings in multiple locations, you only need to apply to one as they are remote.

Please Note: This position is required to work in-office at our Perrysburg, OH Corporate Headquarters


Core Description: 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.


WHAT YOU CAN EXPECT TO DO AS AN Executive Assistant AT SIGMA:

  • 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.
  • Continuously seek improvements in work processes and contribute to a culture of innovation and collaboration.
  • Other duties as assigned.

WHAT WE OFFER:

We want our Associates to stay healthy, happy, and secure We offer you a positive work environment with supportive coworkers, managers, and leaders, plus:

  • 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
Requirements:

WHAT WE'RE LOOKING FOR:

  • This position is required to work ON SITE at our Perrysburg, Ohio headquarters during our standard business hours of 8:00 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.
  • Education, Certification, or Experience as a Paralegal 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.

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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