Sr. Executive Assistant

Sr. Executive Assistant

Pittsburgh Corporate Office

Salary Range $75,000.00 Salary/year Position Type Full Time

Position Summary

The Senior Executive Assistant to the Deputy Chief Executive Officer serves as a strategic partner and extension of the Deputy CEO's office, providing high-level executive, operational, and leadership support. This role manages the flow and priorities of the executive office, anticipates needs, synthesizes critical information, supports informed decision-making, and drives timely follow-through across organizational priorities. The position requires strong executive judgment, critical thinking, initiative, discretion, and the ability to operate independently within a complex and fast-paced environment. Through effective executive partnership, leadership, and cross-functional coordination, the Senior Executive Assistant contributes to ASCI's mission by strengthening organizational alignment, operational effectiveness, and the agency's ability to achieve meaningful outcomes for children, families, and communities.

Key Responsibilities

Executive Partnership & Office Management

• Serve as a strategic partner and extension of the Deputy CEO, maintaining a strong understanding of executive priorities and organizational operations.
• Anticipate the Deputy CEO's needs and proactively manage the priorities, workflow, commitments, and operational cadence of the office with minimal direction.
• Strategically manage the Deputy CEO's calendar, meetings, travel, and engagements to ensure alignment with organizational priorities.
• Develop systems and recommend process improvements that increase efficiency, organization, communication, and overall effectiveness of the Deputy CEO's office.

Executive Judgment & Organizational Coordination

• Review and synthesize reports, proposals, correspondence, and other information, identifying key issues, risks, implications, and matters requiring executive attention.
• Gather and vet information and provide concise summaries and sound recommendations to support informed decision-making.
• Exercise sound judgment in prioritizing, resolving, routing, and escalating matters appropriately.
• Serve as a liaison between the Deputy CEO and senior leadership, proactively tracking commitments, deadlines, deliverables, and follow-up through completion.
• Collaborate with Executive Assistants across the organization to coordinate meetings, streamline communication and workflow, and promote organizational efficiency and alignment.
• Maintain a broad understanding of organizational priorities and operations to anticipate matters requiring the Deputy CEO's attention or intervention.
• Coordinate with external partners and key stakeholders on behalf of the Deputy CEO, including meeting preparation, agendas, required reports, communications, and timely follow-through.

Executive Communications & Quality

• Prepare executive correspondence, reports, presentations, Board materials, briefings, and other communications.
• Produce consistently high-quality, polished, accurate, and executive-ready work, demonstrating exceptional attention to detail and minimizing the need for correction or rework.
• Prepare the Deputy CEO for meetings and engagements by anticipating information needs and ensuring relevant materials, context, and outstanding decisions are available in advance.
• Screen and prioritize incoming communications and requests, ensuring appropriate response, routing, and escalation.

Projects & Executive Administration

• Coordinate priority initiatives, special projects, retreats, and executive assignments from planning through execution and follow-up.
• Develop and maintain effective trackers, dashboards, and other systems to strengthen visibility, accountability, and execution of executive priorities.
• Manage administrative and financial functions of the office, including corporate credit card reconciliation, invoices, time sheets, and related processes.
• Maintain organized and accessible electronic records for executive priorities, projects, correspondence, and critical office information.
• Perform other duties and executive-level assignments necessary to support the Deputy CEO and effective operation of the office.

Requirements

Education

• Required: Bachelor's degree or equivalent
• Preferred: Master's degree or equivalent

Experience

• Required:
  • 10 years of experience in a high-level office environment supporting senior leadership, demonstrating strong emotional intelligence
  • 3-5 years of supervisory experience
• Preferred: N/A

Skills & Knowledge

• Strong executive presence, judgment, critical thinking, and problem-solving skills
• Exceptional organizational, prioritization, and time-management skills
• Demonstrated ability to anticipate needs, take initiative, and work independently with minimal direction
• Excellent written and verbal communication skills with strong attention to detail
• Ability to analyze and synthesize information and provide clear, executive-ready reports and recommendations
• Strong interpersonal and collaboration skills across all levels of the organization
• Advanced proficiency in Microsoft Office and ability to effectively utilize technology and organizational systems
• Demonstrated discretion and ability to maintain strict confidentiality and manage sensitive information
• Must type a minimum of 65 WPM

Certifications & Requirements

• Current Act 33, State Police, and FBI Clearances
• TB Test and Physical
• Valid Pennsylvania Driver's License
• Access to a registered and insured vehicle with proof of insurance
• Valid Motor Vehicle Record
• Occasional travel within the local city and county, with travel to surrounding counties as predicated by business needs
• Availability to work a demanding schedule, including evenings and weekends

Physical Demands:

• Ability to perform computer-based work for extended periods in office, remote, and occasional field settings
• Ability to move about the work environment, including between offices, meeting spaces, and common areas
• Ability to travel as needed for meetings, trainings, or business purposes
• Ability to lift, carry, and transport work materials, files, and small office equipment up to 20 lbs. as needed
• Sufficient vision, hearing, and communication abilities to perform typical office, telephone, and virtual work tasks

This job description is intended to describe the general nature and level of work performed. It is not an exhaustive list of all responsibilities, duties, and skills required of the position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.

A Second Chance is an Equal Opportunity Employer:

All qualified applicants will receive consideration for employment without regard to race, color, religious; national origin or ancestry; sex; gender identity or expression; sexual orientation disability; marital status; familial status; age (40 or over); or use of a guide or support animal because of blindness, deafness or physical disability of any individual or independent contractor or because of the disability of an individual with whom the person is known to have an association; or on any other basis prohibited by federal, state, or local law.