Executive Assistant

Location: Downtown Pittsburgh, PA
Job Type: Direct Hire | Full-Time
Work Arrangement: Onsite, Monday-Friday
Benefits: Paid Parking

Oxford Solutions is seeking an experienced Executive Assistant for a direct hire opportunity with a growing, privately held company in downtown Pittsburgh.

This position will work closely with the CEO and President, providing high-level administrative, scheduling, and business coordination support. The ideal candidate is highly organized, proactive, and confident managing competing priorities in a fast-paced, small business environment.

We're looking for someone who takes ownership, anticipates needs, communicates directly, and keeps projects and priorities moving forward without constant direction.

Responsibilities

• Manage executive calendars, coordinate meetings, and proactively address scheduling conflicts across multiple time zones.
• Prepare meeting agendas, organize materials, track action items, and follow up on deadlines and commitments.
• Coordinate executive travel, including flights, accommodations, transportation, and itineraries.
• Serve as a professional point of contact for clients, business partners, and external contacts.
• Maintain Excel spreadsheets, business trackers, schedules, and organized records.
• Assist with preparing proposals, presentations, correspondence, and other business documents.
• Coordinate information and follow-up between executives, internal staff, and outside partners.
• Assist with planning industry events, conferences, and business meetings.
• Anticipate executive needs, identify outstanding priorities, and ensure important tasks are completed on time.

Qualifications

• 3+ years of Executive Assistant or senior-level administrative support experience.
• Experience supporting multiple executives or business owners preferred.
• Background in a legal, medical, manufacturing, or similar professional office environment is a plus.
• Strong Microsoft Office skills, particularly Excel, Word, PowerPoint, and Outlook.
• Experience using AI productivity tools such as ChatGPT or Microsoft Copilot is beneficial.
• Excellent written and verbal communication skills.
• Exceptional organizational skills, attention to detail, and ability to manage multiple priorities.
• Confident, resourceful, and comfortable taking initiative and following up with others.
• Ability to handle confidential information with professionalism and discretion.
• Experience working in a smaller, hands-on business environment is preferred.

What Makes Someone Successful in This Role

This opportunity is ideal for an Executive Assistant who enjoys being actively involved in daily business operations rather than simply managing administrative requests. The right person will be comfortable working directly with senior leadership, anticipating what needs to happen next, and ensuring important details don't fall through the cracks.

Candidates who thrive in collaborative, entrepreneurial environments and enjoy taking ownership of their work are encouraged to apply.

Executive Assistant to CEO & President - 26-00827
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