Overall Summary:
The Executive Administrative Assistant provides high-level support to the Chiefs of multiple lines of business, ensuring seamless daily operations through expert calendar management, travel coordination, and administrative organization. This role requires exceptional attention to detail, strong problem-solving skills, excellent communication, and the ability to manage multiple priorities in a fast-paced environment.
Location: Remote with limited travel as needed. Hybrid in Pittsburgh, Pennsylvania preferred.
Job Responsibilities:
- Proactively manage complex, high-volume calendars for multiple executives, ensuring efficient scheduling and prioritization.
- Coordinate and schedule meetings, including leadership team meetings, cross-functional engagements, and external partner discussions.
- Anticipate scheduling conflicts and resolve them with minimal disruption.
- Prepare and distribute agendas, meeting materials, and follow-up action items.
- Plan and coordinate domestic and international travel, including flights, accommodations, ground transportation, and itineraries.
- Ensure executives have all necessary travel documents, visas, and meeting details.
- Prepare and process expense reports and reimbursements accurately and in a timely manner.
- Serve as the primary point of contact for internal and external stakeholders on behalf of the Chiefs.
- Handle confidential and sensitive information with professionalism and discretion.
- Manage email correspondence as needed, prioritizing messages and flagging urgent requests.
- Support special projects and initiatives as assigned.
Education/Experience:
- Five (5+) years of experience as an Executive Assistant, preferable supporting C-suite or senior leadership.
Skills/Abilities:
- Strong proficiency in Microsoft Office Suite (Outlook, Teams, Excel, PowerPoint) and other productivity tools
- Excellent organizational and time-management skills with the ability to multitask effectively
- High level of professionalism, discretion, and confidentiality
- Strong written and verbal communication skills
- Ability to work independently and anticipate the needs of multiple executives
- High level of integrity and ethical standards
- Proactive and results-oriented with keen attention to detail
- Ability to work collaboratively with a diverse range of stakeholders
Working Conditions:
Office Environment - must be able to remain in a stationary position 50% of the time and occasionally move about inside the office to access file cabinets, office machinery, etc. Required to have close visual acuity to perform an activity such as: preparing and analyzing data and figure; transcribing; viewing a computer terminal; extensive reading. May be required to exert up to 25 pounds of force occasionally to lift, carry, push, pull, or otherwise move objects, including the human body.