Senior Executive Assistant

Sigmatech Inc; Huntsville (AL); On-site; USD 65,000 - 95,000; Full time

Job summary

Sigmatech Inc. is seeking an experienced Senior Executive Assistant to provide high‑level administrative support to our senior leaders. You will coordinate calendars, manage executive meeting logistics, and oversee confidential documents while ensuring seamless daily operations.

The ideal candidate demonstrates strong organizational skills, discretion, and the ability to work independently in a fast-paced environment. Exceptional communication and coordination with internal teams are essential.

Qualifications

• 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.
• Bachelor’s degree preferred.
• Three professional references required.

Responsibilities

• Coordinate daily calendars for senior leaders.
• Schedule appointments and travel arrangements; manage meetings logistics.
• Prepare agendas, minutes, and action tracking for executive meetings.
• 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.
• Serves as communication hub for proposal activities, organizing color team reviews, tracking action items, and serving as proposal volume book boss.
• Help ensure compliance with company policies and contract requirements in administrative workflows.
• Prepare and reconcile purchase orders related to events, and office operations.

Skills

Executive support

Discretion & confidentiality

Organizational skills

Deadline-driven

Independent working

Team-oriented

Travel coordination

Vendor coordination

Document proofreading & formatting

Presentation support

Proposal coordination

Education

Bachelor’s degree preferred

Tools

Microsoft Office

Microsoft Teams

ERP systems

Online calendars

Conferencing technologies

Office equipment (printers, copiers, VTC, phones)

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
• Serves as communication hub for proposal activities, organizing color team reviews, tracking actionitems, and serving as proposal volume book boss
• Help ensure compliance with company policies and contract requirements in administrative workflows
• Prepare and reconcile purchase orders related to events, and office operations

Experience and Skills

• 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