Senior Executive Assistant

Sigmatech Inc; Huntsville (AL); On-site; USD 70,000 - 100,000; Full time

Job summary

Sigmatech Inc. seeks a Senior Executive Assistant to deliver high-level administrative support to our senior leaders. The role emphasizes proactive scheduling, effective communication, and reliable coordination of executive activities to ensure smooth daily operations.

The ideal candidate will be highly organized, independent, and capable of handling confidential information with discretion while managing calendars, meetings, travel, and key internal/external communications.

Qualifications

• 10+ years as an Executive Assistant or similar role.
• Strong knowledge of office procedures and admin workflows.
• Proficiency with office management systems, ERPs, MS Office and Teams.
• Familiar with online calendars, automated systems, and conferencing tech.
• Excellent verbal and written communication; discreet handling of information.

Responsibilities

• Coordinate calendars, schedule appointments, and manage meetings and events.
• Prepare agendas, minutes, action tracking, and follow-ups for executive meetings.
• Serve as primary contact between executives, staff, and clients.
• Oversee travel arrangements, expenses, and travel policy compliance.
• Proofread and format documents, presentations, and briefing materials.
• Maintain confidential files and internal databases; monitor deadlines.
• Coordinate cross-department initiatives and vendor relationships.
• Provide backup support to administrative staff and support company events.

Skills

Time management

Communication

Discretion and confidentiality

Independent work

Team collaboration

Education

Bachelor's degree preferred

Tools

Microsoft Office

Microsoft Teams

ERP systems

Online calendars

VTC systems

Printers & copiers

Job description

Sigmatech is seeking an experienced Senior Executive Assistant to provide high-level administrative support to our senior leaders. In this role, you will ensure smooth daily operations through proactive scheduling, effective communication, and reliable coordination of executive activities. The ideal candidate is highly organized, independent, and committed to delivering exceptional support.

Key Responsibilities

• Coordinate daily calendars for senior leaders
• Schedule appointments
• Manage preparation, logistics, and follow-up for executive meetings, including agendas, minutes, and action tracking, meetings, and company events
• Manage preparation, logistics, and follow up for executive meetings, including agendas, minutes, and action tracking
• Monitor and track deadlines, tasks, and commitments for senior leaders
• Serve as the primary point of contact between executives, employees, and clients
• Coordinate security and visitor access for leadership meetings and events
• Maintain internal databases
• Track, route, and maintain correspondence requiring executive signatures
• Proofread and format documents, charts, and presentations
• Assist in developing presentations and briefing materials for internal and external engagements
• Assist with special projects and executive-level tasks as assigned
• Maintain and safeguard executive files, records, and confidential documents
• Oversee office supply inventory and coordinate vendor relationships
• Make domestic and international travel arrangements; assist with travel expense claims
• Serve as Travel Coordinator and Reviewer for employees supporting customer contracts
• Manage phone calls, email communications, and inbox prioritization
• Respond promptly and professionally to executive inquiries
• Coordinate cross department initiatives and ensure timely completion of deliverables
• Provide backup support to other administrative staff when needed
• Support planning and execution of company-wide events, workshops, and leadership meetings
• Develop and refine administrative processes, templates, and standard operating procedures
• Help ensure compliance with company policies and contract requirements in administrative workflows
• Prepare and reconcile purchase orders related to events, and office operations

Serves as communication hub for proposal activities, organizing color team reviews, tracking action items, and serving as proposal volume book boss

Keyword: Senior Executive Assistant

Required Experience

• 10 years of experience as an Executive Assistant or similar role
• Strong knowledge of office procedures
• Proficiency with office management systems, ERPs, Microsoft Office, and Microsoft Teams
• Familiarity with online calendars, automated systems, and conferencing technologies
• Experience with office equipment, including printers, copiers, VTC systems, and multi-line phones
• Excellent verbal and written communication skills
• Team-focused with the ability to work independently with minimal direction
• Demonstrated discretion and confidentiality with sensitive information
• Exceptional organizational skills with a proactive and deadline-driven mindset
• Bachelor's degree preferred
• Three professional references required

From: Sigmatech, Inc.