Job Details
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: