Executive Assistant

Job Description

Job Description

WHAT WE NEED : Executive Assistant

The Executive Assistant provides high-level administrative support to the Chief Executive Officer and the executive team, enabling them to focus on strategic decision-making and operational priorities. This role involves handling confidential information, managing complex calendars, coordinating travel arrangements, website design / monitoring and facilitating effective communication both internally and externally. The Executive Assistant is a critical partner to the executive team, ensuring efficient workflow and maintaining a professional and organized office environment.

Responsibilities :

• Coordinate and manage complex calendars for the executive team, including scheduling and prioritizing appointments, meetings, and events.
• Anticipate conflicts and proactively resolve scheduling issues to optimize time management.
• Arrange and manage travel itineraries, including transportation, and accommodations.
• Prepare detailed travel agendas and provide necessary documents and information to executives for seamless travel experiences.
• Serve as a primary point of contact for internal and external stakeholders, including staff, clients, and partners.
• Screen and prioritize incoming communications, emails, and phone calls, and respond on behalf of the executives when appropriate.
• Draft and edit correspondence, reports, presentations, and other documents as required.
• Control meeting minutes.
• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Maintain organized filing systems and document repositories to ensure efficient retrieval of information.
• Coordinate and support executive-level meetings, conferences, and events.
• Prepare meeting materials, agendas, and presentations.
• Take meeting minutes, track action items, and follow up on assigned tasks to ensure timely completion.
• Attend and participate in Public Relations meetings to plan office events and other company sponsored events.
• Attend and facilitate training development meetings, including the monthly Leadership Training meetings.
• Develop and maintain effective relationships with internal and external stakeholders.
• Liaise with senior executives, clients, and other key individuals to facilitate smooth communication and collaboration
• Assist with general office management tasks, including ordering supplies.
• Undertake special projects and assignments assigned by the executive team.
• Conduct research, analyze data, and prepare reports to support strategic decision-making and operational initiatives.
• Assist and co-create marketing events, sponsorships, and other Public Relations events.

WHO WE NEED :

WHO WE ARE :

Founded in 1987, Sigma is a professional multi-discipline engineering and design company that serves the petrochemical, fertilizer, and refining industries. Privately owned and operated by Engineers, Sigma's culture empowers employees and clients to choose relationships and projects that fit our values and ultimately act as an extension of our clients. Our technical resources provide unmatched quality in multi-discipline engineering and design, in-plant services, supplier quality inspections, field services, automation, procurement and expediting, construction management, and leadership training.

If you would like to see more of what Sigma is about visit our website at www.sigmaec.com.

" We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law ."

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