About Sygna
Sygna is an independent Commissioning Management and Technical Services consultancy operating across EMEA. The company has 20 plus years of expertise delivering customised and complex solutions – spanning a wide range of sectors and projects including the kind of high-functioning spaces you see in data centres and mission-critical facilities, commercial offices, pharmaceutical laboratories, heritage projects, major developments, gigafactories and retail.
From inception and commissioning, through to post-occupancy, we certify building services and technology systems to ensure the design is delivered faithfully and reliably. Sygna is on a mission to lead the field in the commissioning of high-functioning spaces.
We rise to the challenges of our industry, developing innovative technology, simplifying complexity, and fostering a culture of learning, growth, and innovation. It is our priority to continually evolve so we can deliver the best high-functioning spaces for our clients.
Why join Sygna?
Are you someone who takes pride in delivering outstanding results, possesses excellent communication and interpersonal skills, and has an exceptional eye for detail? If so, we want YOU to be a part of our team.
Thriving Business: Become a part of innovative projects within a thriving business environment.
Supportive Team: Work alongside a passionate and engaging team that values collaboration and excellence and who, like you, are passionate about delivering quality to our customers and at the same time meet project deadlines.
Learning Culture: We believe in encouraging every team member to reach new heights in their career. We provide the resources and opportunities to enhance your skills and knowledge. Afterall, one of our values is to evolve constantly.
Job Description:
We are looking for a highly organised and proactive Executive Assistant (EA) to support our Managing Director and Operations Director (the Executives). The EA will manage executive schedules, coordinate meetings, handle correspondence, and optimise day-to-day operations to maximise efficiency.
This role requires exceptional organisation, discretion, and adaptability. As this is a newly created position, the successful candidate will play a key role in shaping how executive support is structured, with opportunities to refine processes and introduce best practices.
The key objective is to maximise the time available for the executives to pursue business development and profit improvement initiatives.
Key Outline Duties:
* The list below is not exhaustive and therefore not limited to the below:
* Prepare and edit correspondence, presentations, and reports.
* Manage and maintain each executives calendar, including scheduling meetings, appointments, and travel arrangements.
* Act as a point of contact between the executive(s) and internal/external stakeholders, including actively following up on tasks allocated to others by the MD/OD (to reduce their ‘chasing’ time).
* Coordinate and prepare for meetings, including taking minutes, and following up with actionable task lists.
* Monitor and respond to emails, calls, and other forms of communication on behalf of the executive(s).
* Organise, respond to, and filter emails, especially repetitive communications and long/circular email chains. Brief the executives appropriately where email chains are filtered.
* Organise and manage documentation, records, and files to ensure accessibility and efficiency.
* Organise flights, hotels, and itineraries for business and personal travel (either directly or in conjunction with the Sygna Travel team).
* Research upcoming events in our target business sectors, book in advance, and advise on "must-attend" opportunities.
* Where appropriate, assist with booking personal appointments and managing other personal arrangements to maximise the executives’ time available for business matters.
* Manage expenses posting for executives
* Issue a structured weekly update, tracking key tasks, client follow-ups, and outstanding actions.
* Provide light-touch support on professional social media presence in coordination with the Sygna
Qualifications & Skills:
* Proven experience as an Admin Manager, Senior PA, or similar roles
* Strong ‘people management’ skills.
* Exceptional organisational and multitasking abilities.
* High proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other office tools.
* Excellent verbal and written communication skills.
* Ability to manage sensitive information with a high level of discretion.
* Strong problem-solving skills and a proactive approach to challenges.
* Experience in the Construction industry preferred but not necessary.
Job Description:
* This role is primarily office-based, with a requirement to be in our London office to facilitate collaboration. The exact in-office schedule will be aligned with business needs, with flexibility considered where appropriate.
If that sounds like you then let’s talk.
Note:
The general responsibilities listed herein above are not exhaustive and as such additional duties, which are related to this position in the Company, may be added to the above list at the discretion of the Managing Director as and when it is deemed necessary. Similarly, as the company grows, there should be an expectation that job roles will be refined over time, to accommodate collaboration with new and existing colleagues.
At Sygna, we are committed to fostering a diverse and inclusive workplace where all employees feel valued, respected, and empowered to contribute their unique perspectives and talents. We believe that diversity drives innovation, creativity, and business success. We welcome and celebrate differences in race, ethnicity, gender, sexual orientation, religion, age, disability, and background, and strive to create an environment where everyone can thrive and reach their full potential.
The information provided will be treated in strict confidence. Personal data collected will be used for recruitment purposes only.