Executive Assistant - Senior and Vice President Pool

About the role

This job is part of an executive administrative team. This job provides administrative support to more than one Vice President and/or Senior Vice President. Incumbents will rely on experience and judgment to complete responsibilities, plan, accomplish goals and meet deadlines, and is required to be a consummate professional with a demonstrated record of enabling executives to carry out their duties with high effectiveness and efficiency. This is a hybrid based role in Pittsburgh, PA - 3 days a week onsite - T, W, TH.

Responsibilities

• Communicate effectively both in person and virtually to all levels in the organization.
• Display effective communication skills while interacting and responding, both written and verbally, with internal and external entities on behalf of assigned management.
• Maintain a communication flow by receiving and distributing correspondence via mail services or on-line communication networks.
• Provide secretarial services support to assigned Executives (Vice President and above).
• Perform typing, word processing, transcribing and proofreading activities concerning correspondence, memoranda, schedules, reports, presentation materials and statistical information.
• Using Microsoft products to create and revise files including but not limited to spreadsheets and executive presentations.
• Attend selected meetings in a non-participatory manner to take appropriate notes and conserve time while assuring familiarity with meeting developments.
• Schedule travel and manage the executive’s itinerary, and process expenses for reimbursement.
• Compile various information and perform minor calculations as required for departmental reports.
• Maintain a communication flow by receiving and distributing correspondence via mail services or on-line communication networks.
• Schedule reservations, meeting arrangements, conference rooms and audio/visual equipment as needed.
• Receive visitors and telephone calls in a courteous and efficient manner and direct inquires to the appropriate staff based on an overall knowledge of departmental policies and procedures.
• Maintain hardcopy and on-line correspondence and administrative files.
• Serve as the point of contact for department organization by working with the Executive to schedule and organize team events, coordinate new employee onboarding, and ensure the team has access to necessary supplies.
• Works with IT for technology and system requests as needed.
• Works closely and effectively with the executive to keep him/her well informed of upcoming commitments and responsibilities; following up appropriately.
• Review and prioritize information and inquiries received for the consideration of the Executives, make high-level contacts from both inside and outside the Organization, and address and answer inquiries and solicitations paying constant attention to formal clearance, procedural controls, and organizational sensitivity.

Qualifications

• Required: High School / GED
• Preferred: Associate's Degree OR Bachelor's Degree
• Required: 5 years in a secretarial, administrative or executive assistant role
• To Include 3 years with Microsoft Office, Outlook, Word, Excel, PowerPoint and Adobe Acrobat

Skills

• Excellent typing, word processing and/or typing and proofreading skills as well as a working knowledge of PC word processing, spreadsheet and graphic applications
• Organizational Skills
• Possess the utmost of integrity in the discreet handling of confidential information
• Knowledge of corporate programs, policies, procedures and protocols
• Effective verbal and written communication skills