Executive Assistant
Pittsburgh, PA
Full Time
Mid Level
EXECUTIVE ASSISTANT
Job Classification:Exempt Annual Salary: $55K + Benefits
Position Overview
The Executive Assistant (EA) reports directly to the CEO and provides high-level administrative support to the executive team, ensuring the smooth and efficient operation of their daily activities. This role requires exceptional organizational skills, discretion, professionalism, and the ability to manage multiple priorities.
The Executive Assistant serves as a key point of contact between the executive and internal/external stakeholders, handling a wide range of responsibilities including calendar and travel management, meeting coordination, correspondence, and special projects. The EA is expected to anticipate needs, exercise sound judgment, and maintain a high degree of confidentiality.
Key Responsibilities
- Manage and maintain executives’ schedules, including appointments, meetings, reminders, and travel arrangements.
- Prepare reports, presentations, and correspondence with attention to detail and accuracy.
- Organize and coordinate meetings, including preparing agendas, materials, reminders and logistics.
- Record and distribute meeting minutes.
- Track and follow up on projects, tasks, and deadlines to ensure completion of time.
- Liaise with internal departments, external partners, and board of directors on behalf of the executive.
- Handle sensitive information with discretion and always maintain confidentiality.
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- Assist with personal administrative tasks as required
Knowledge Skills and Abilities
Through a combination of experience and education, the Executive Assistant will have:- Proven experience as an executive assistant, administrative assistant, or in a similar role.
- Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
- Excellent verbal and written communication skills.
- Exceptional organizational and time-management abilities.
- Ability to work independently and handle a wide range of responsibilities with minimal supervision.
- Professional demeanor and strong interpersonal skills.
- Must have a valid driver’s license and ability to navigate the city.
A high school diploma or equivalent plus one-year minimum office administration experience is required.
Position Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with different abilities to perform the essential functions.- Prolonged periods of sitting at a desk and working on a computer (up to 8 hours per day).
- Frequent use of hands and fingers for typing, writing, filing, and operating office equipment (keyboard, mouse, phone, copier, etc.).
- Occasional standing, walking, bending, and reaching during filing, meeting preparation, and office organization tasks.
- Lifting and carrying office materials, documents, or supplies (typically up to 15–25 pounds).
- Visual and auditory acuity required for reading, viewing screens, and communicating effectively via phone and in person.
- Occasional travel between office locations, meeting sites, or events (if applicable).
- Ability to manage multiple tasks simultaneously in a fast-paced and high-pressure environment.
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