Executive Assistant

$45,000 - $55,000/Yr

Unclassified - Pittsburgh, PA

Full-time - Entry Level

Pittsburgh, PA

About the position

We are seeking a proactive and highly organized Executive Assistant to support our leadership team. The Executive Assistant will be responsible for providing comprehensive administrative support, ensuring efficient office operations, and assisting with a variety of high-level tasks. The ideal candidate will have exceptional organizational abilities, a keen eye for detail, and the capability to manage multiple priorities effectively. In this role, you will act as the primary point of contact for the executive team, managing communications and prioritizing tasks. You will coordinate and manage executive calendars, including scheduling meetings, conferences, and travel arrangements. Additionally, you will prepare and organize materials for meetings, including agendas, presentations, and follow-up actions. Handling confidential information with discretion and maintaining the highest level of professionalism is crucial. You will oversee office operations, including the management of supplies, equipment, and facilities to ensure a smooth workflow. Supporting executive-level travel planning, including booking flights, accommodations, and transportation, will also be part of your responsibilities. Furthermore, you will assist with special projects, such as office renovation coordination, by liaising with vendors and monitoring project progress. Facilitating the onboarding process for new hires, ensuring a seamless integration into the team, is another key aspect of this position. You will provide additional support to the Senior Vice President (SVP) and Vice President (VP), as well as leadership visiting from other locations.

Responsibilities

• Act as the primary point of contact for the executive team, managing communications and prioritizing tasks.
• Coordinate and manage executive calendars, including scheduling meetings, conferences, and travel arrangements.
• Prepare and organize materials for meetings, including agendas, presentations, and follow-up actions.
• Handle confidential information with discretion and maintain the highest level of professionalism.
• Oversee office operations, including the management of supplies, equipment, and facilities to ensure a smooth workflow.
• Support executive-level travel planning, including booking flights, accommodations, and transportation.
• Assist with special projects, such as office renovation coordination, by liaising with vendors and monitoring project progress.
• Facilitate the onboarding process for new hires, ensuring a seamless integration into the team.
• Provide additional support to the Senior Vice President (SVP) and Vice President (VP), as well as leadership visiting from other locations.

Requirements

• High school diploma or equivalent (Associate or Bachelor's degree in a related field is a plus).
• Minimum of 3 years of experience in an executive assistant role, office management, or a similar position.
• Proven experience in managing executive-level calendars and coordinating corporate travel.
• Strong organizational skills with a high attention to detail and the ability to manage multiple tasks in a dynamic environment.
• Proficiency in Microsoft Office Suite and other relevant office software.

Nice-to-haves

• Experience with office renovation or construction project management.
• Strong problem-solving skills and the ability to work independently.
• Demonstrated ability to handle sensitive information with discretion.

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Paid time off