Executive Assistant

About the role

The Executive Assistant supports executive leaders with a variety of tasks and executive administrative management day-to-day functions. This team member is an experienced, self-motivated, and professional individual who can handle multiple tasks, work independently with little supervision, maintain confidentiality with sensitive information, and is adaptable to changing environments. The Executive Assistant has an excellent track record of success and increased responsibility supporting executive-level leadership, relying on experience and judgment to anticipate needs, plan accordingly, complete responsibilities, accomplish goals, and meet deadlines.

Responsibilities

• Assist in complex scheduling for the COO as well as other Senior Leadership Team (SLT) members as needed, aligning availability among themselves, the CEO and COO, and external partners while prioritizing requests, resolving conflicts, and coordinating with staff with professionalism and discretion.
• Handle logistics of meetings such as securing meeting space, pre-registering external guests, catering, audio/visual equipment, and other meeting needs.
• Assist with reconciling expense reports for admin leaders each month and themselves.
• Monitor inventory, order office and breakroom supplies for the Admin Suite while taking initiative for cost-effectiveness and reducing waste.
• Demonstrate advanced proficiency in Microsoft Office Suite, particularly Outlook, SharePoint, Teams, Word, and Excel, as well as Adobe Pro.
• Use standard office equipment, including copiers and printers, with the ability to perform routine troubleshooting such as clearing jams and replacing toner.
• Improve the overall efficiency of the executive leadership team and contribute to the broader administrative needs of the teams.
• Reflect a high degree of professionalism through personal image, communication, conduct, personal accountability, and work ethic.
• Perform advanced, diversified, and confidential duties in support of the leadership team, working independently with minimum supervision.
• Utilize sound judgment and knowledge of The Children's Institute and its policies and procedures when responding to questions, requests, or needs.
• With guidance, make decisions that assure the smooth operation of the executive office.

Requirements

• HS Diploma required; Associate or bachelor's degree preferred, or equivalent combination of education and experience.
• Minimum of 5 years of executive assistance (C-suite level).
• Minimum of 1 year of financial administration assistance or knowledge of principles and practices of basic financial management and practice.
• Strong verbal and written communication skills; confident interacting with internal and external stakeholders, including executive leadership.
• Clearances Required: Act 73 FBI, Act 34 Criminal Clearance, and Act 33 Child Abuse Clearance.

Benefits

Regular full-time team members are eligible for the following benefits:

• Medical and Prescription insurance – Choice of two health plans and networks.
• Dental and Vision – Free coverage for team members.
• Paid Time Off (PTO) and Holidays.
• Medical, Bereavement, Educational, & Personal Leaves.
• Parental leave (birth & adoption) paid – 6 weeks.
• 403b Retirement Plan – pre-tax & Roth options; employer match after 1 year.
• Student Loan Refinancing Program.
• Public Service Loan Forgiveness Program – CI qualifies as a non-profit.
• Education Assistance/Tuition Reimbursement.
• Professional Development/CEU’s.
• Life and Short- & Long-Term Disability insurance.
• Credit Union.
• Team Member Recognition Events.
• Referral bonus.
• CPR – employer paid.
• Travel mileage reimbursement at federal rate.

Schedule

Monday – Friday, Full Time, Onsite

Location: 1405 Shady Ave., Pittsburgh, PA 15217