Executive Assistant

Executive Assistant

Pittsburgh, Pennsylvania

Job Purpose

  • Responsible for providing high-level administrative support in a wide range of duties designed to facilitate and expedite the objectives and accomplishments of the CEO and the Management Team.

Principal Duties

  • Acts as a liaison on behalf of the CEO by maintaining open lines of communication with other executives, board members, middle management and administrative staff.
  • Have a sound understanding of the CEO's and other executives' contact persons, customers, etc.
  • Coordinate executive communications, including taking calls, responding to emails and interfacing with clients.
  • Prepare weekly and monthly reports in addition to other documents for the Management Team.
  • Answer incoming telephone calls, triage calls selectively or personally resolve issues with the caller when appropriate.
  • Take accurate messages, prioritize return calls and emails for the CEO.
  • Read and analyze incoming memos, submissions, and distribute them as needed.
  • Maintain an organized filing system of paper and electronic documents.
  • Maintain an accurate record of the whereabouts and travel iteneraries of the executives and managers.
  • Coordinates the preparations of the staff and other executive meetings by scheduling the conference room, facilitating refreshments and AV needs, including external facilities and menu selection for catering.
  • Accurately record, type, and distribute minutes from meetings. Faciliate Management Team with copies of said documents each monthly meeting.
  • Greet visitors for Management Team memebers and assist with the logistics of their visit.
  • Organize and coordinate CEO's calendar: schedule meetings, manage travel dates, etc.
  • Assist in the organization of corporate events.
  • Use various software, including word processing, spreadsheets, databases, and presentation software.
  • Perform office duties that include ordering of supplies and managing a records database.
  • Open, sort and distribute incoming faxes, mail, emails, and other correspondence for Management Team.
  • Provide general administrative support to Management Team.

Experience/Education Requirements

  •  Minimum of 7+ years of proven experience as an executive assistant or other relevant administrative support experience reporting directly to senior management.
  • Minimum level of education: Associate's degree in Business or Communication.
  • Advanced level of verbal and written communications skills.
  • Strict level of confidentiality and professionalism.
  • Must posses a high level of visibility, composure, credibility and trust at all levels of the organization.
  • Highly self-motivated.
  • Ability to organize a daily workload by priorities.
  • Ability to meet deadlines in a fast-paced quickly changing environment.
  •  Proactive approach to problem-solving with strong decision-making skills.
  • In-depth understanding of entire MS Office suite.
  • Positive, friendly and professional demeanor.
  • Exceptional interpersonal and collaboration skills.

Working Conditions/Physical Demands

  • Ability to be connected outside office hours, when needed.
  • Must possess valid driver's license.
  • Sedentary Work (General Office Environment).

Benefits

  • Competitive Benefits package offered to all employees (Medical, Dental, Vision)
  • Company Paid Life Insurance
  • Health Savings Account
  • Dependent Care Account
  •  $1 for $1 401k match on 6% of salary
  • Paid Vacation
  • Company Paid Holidays

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