Executive Assistant

Found in: Appcast US C2 - 1 week ago

Dublin, United States The SYGMA Network Full time

Shift:- 7:30am to 4:30pm M-F

Pay - $27.00 - $30.00/hr. DOE

Responsibilities:

  • Efficiently plan and coordinate meetings, conference calls, and conference room scheduling, ensuring optimal use of time and resources.
  • Provide administrative assistance for 3-4 corporate executives as required, supporting them in their day-to-day activities to enhance productivity.
  • Prepare agendas and presentations for weekly, monthly, and quarterly meetings, facilitating effective communication and decision-making.
  • Draft and manage correspondence such as memos and letters, maintaining professionalism and accuracy in communication.
  • Arrange travel logistics for executives, including flights, accommodations, and transportation.
  • Manage incoming calls ensuring prompt, friendly, and professional handling.
  • Coordinate meeting set-up and arrange catering.
  • Efficiently support office and desk seating charts, including leading the coordination of reserving space for visitors or colleagues without a dedicated / assigned seat.
  • Welcome and greet visitors, notify relevant individuals or departments of their arrival, and direct callers to the appropriate location, creating a positive experience.
  • Partner with office leadership on office events & activities to assist with driving a positive work culture.
  • Oversee daily distribution of incoming and outgoing mail and express packages.
  • Perform miscellaneous office duties, including maintaining phone lists and other various contact lists, assisting with office maintenance issues, stocking supplies and snack stations, and organization of storage spaces, multi-purpose areas, and conference rooms.


Education & Experience:

  • High school diploma required; college degree preferred.
  • 3-5 years office experience preferred in an office setting supporting executive leaders.
  • Experience as a receptionist answering phones, greeting visitors, and performing miscellaneous office services tasks required.
  • Advanced skills in MS Office (PowerPoint, Excel, Word, Outlook).
  • Meeting Planner or Hospitality experience is helpful.


Skills and Abilities:

  • Strong interpersonal skills.
  • Ability to maintain confidentiality.
  • Demonstrated ability to take initiative.
  • Detail orientated.
  • Active listener.
  • Strong communication skills.
  • Strong organizational and time management skills.
  • Ability to represent SYGMA professionally and pleasantly on the phone, through email or in person with employees, visitors, vendors.
  • Ability to prioritize and to multitask.
  • Effective problem solver.


Physical Demands:

  • Requires sitting, walking, light lifting, conference room set-up.


Working Conditions:

  • Corporate office environment, receptionist front desk area, cubicle workspace.
  • Occasional work outside of normal business hours required.


License or Certification:

  • None

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