Executive Assistant

Excelitas Technologies - Pittsburgh, PA

Full-time - Mid Level

Pittsburgh, PA

5,001-10,000 employees

Merchant Wholesalers, Durable Goods

About the position

The Executive Assistant at Excelitas Technologies provides comprehensive administrative support to senior executives, including the EVP - General Counsel, EVP - Operations, and Sr. VP - Business Development. This role is crucial for ensuring efficient office operations and facilitating communication within the organization. The Executive Assistant will manage calendars, coordinate travel, handle sensitive documents, and assist with various projects, contributing to the overall effectiveness of the executive team.

Responsibilities

• Provide executive level administrative support including calendar and meeting management, travel planning, expense reports, office organization, and ad-hoc projects as assigned.
• Provide administrative support processing documents and various projects.
• Assist with managing outside legal counsel retention, matter management and legal invoicing.
• Assist with the preparation of presentations and reports for both internal and external audiences.
• Appropriately handle documents of a sensitive and confidential nature with the utmost discretion and diplomacy.
• Organize and prioritize complex information.
• Manage Expense Authorization Form (EAF).
• Prepare, track and handle invoices and payment.
• Coordinate bi-weekly/monthly meetings.
• Pick up/distribute/send out mail and packages.
• Assist with planning, setting up and cleaning up for various office events.

Requirements

• High school diploma or GED required; Associate's degree preferred.
• At least five (5) years of experience operating at the executive admin level and more than 10 years of total administrative experience.
• Strong computer skills including MS Word, Excel, and PowerPoint.
• Good typing and computer skills required.
• Ability to work with minimal supervision.
• Prior experience supporting Legal, Operations and/or business acquisitions is a plus.
• Pennsylvania notary certification is a plus.

Nice-to-haves

• Experience in mergers & acquisitions.
• Certified Notary Public.