Executive Assistant

$62,670 - $62,670/Yr

City Of Pittsburgh - Pittsburgh, PA

Full-time - Mid Level

Pittsburgh, PA

About the position

The Executive Assistant provides high-level confidential administrative and project support to the Director of Human Resources and Civil Service. This role serves as the primary contact for the Director, coordinating meetings and activities with various stakeholders, including the Mayor's Office and City Departments. The Executive Assistant may also lead the work of other administrative staff and interns, ensuring effective communication and organization within the department.

Responsibilities

• Assist the Director in fulfilling the department's mission and managing resources.
• Manage the Director's calendar, coordinating both routine and complex meetings.
• Prepare the Director for meetings by assembling relevant briefing materials, records, and necessary documentation.
• Accompany the Director to meetings when required, recording follow-up actions and assignments.
• Oversee incoming and outgoing correspondence, phone calls, and visitor interactions; act as a gatekeeper for the Director's office.
• Manage and track the Director's correspondence, ensuring timely responses and completion of tasks.
• Prepare a variety of documents, including legislation, ordinances, requisitions, resolutions, letters, reports, and budgetary documents.
• Organize and participate in departmental functions, ensuring event logistics and objectives are met.
• Maintain confidential personnel records, adhering to confidentiality and data management best practices.
• Maintain a comprehensive system for logging, routing, and tracking files and documents for the Director's office.
• Handle and secure confidential information related to disciplinary actions, grievances, proposals, and other sensitive matters.
• Lead or coordinate the work of other administrative staff and/or departmental interns, providing guidance and support.
• Perform additional duties related to departmental needs and complete other tasks as assigned.

Requirements

• Four (4) years of full-time experience as an executive assistant.

Benefits

• Health, Dental and Vision Benefits
• Pension
• Voluntary Deferred Compensation Plan
• Tuition Reimbursement
• Paid Holidays
• Paid Vacation
• Personal Days