Administrative Assistant

Administrative Assistant

The Administrative Assistant provides day-to-day administrative and operational support to the Pittsburgh office while assisting the Human Resources department with various programs and initiatives. This role serves as the primary point of contact for visitors, managing front office operations, assisting in the coordination of company events, and helps ensure efficient administrative operations across multiple departments.

This position is fully onsite at our Pittsburgh, PA office, with a regular schedule of Monday through Friday, 7:30 a.m. to 4:00 p.m. Occasional schedule adjustments may be required based on business needs.

What You'll Do:

• Greet visitors and guests, ensuring proper check-in and escort procedures are followed
• Answer, screen, and route incoming calls and messages for multiple lines
• Manage and distribute incoming and outgoing mail and packages for various departments
• Coordinate with vendors and building management regarding office services, equipment maintenance, and facility requests, including submitting and tracking service tickets, while keeping internal stakeholders informed of updates
• Serve as first-line support for building operations by placing service tickets to landlord and updating internal stakeholders
• Monitor inventory and order office supplies and refreshments as needed
• Manage calendars, schedule meetings, and coordinate logistics, including room setup, materials, and catering
• Process departmental purchases and reconcile corporate credit card transactions using Comdata
• Serve as initial point of contact for HR related inquiries, responding to calls and emails and distributing to appropriate team members
• Assist with employee appreciation initiatives and coordinate company events alongside other committee members
• Process and submit employment verification requests
• Assist with HR and vendor audits
• Provide backup administrative support to ensure continuity of office operations
• Develop and maintain Standard Operating Procedures (SOPs) for administrative processes
• Support management with administrative tasks including tracking, information compilation, and report preparation
• Handle confidential information with discretion and professionalism
• Perform other duties as assigned

What You'll Need:

• High school diploma or equivalent required
• Professional, approachable demeanor with strong interpersonal and communication skills
• Expert proficiency managing multiple Outlook calendars, shared email boxes, phone lines, and competing administrative requests
• Ability to maintain confidentiality and handle sensitive information with discretion
• High emotional intelligence with strong personal accountability and self-awareness
• Superior organizational and time management skills with the ability to prioritize multiple responsibilities
• Highly proficient in Microsoft Office Suite
• Flexible and adaptable with ability to pivot quickly as priorities shift
• Ability to learn new systems and software efficiently
• Ability to work effectively in an onsite office environment
• Familiarity with or willingness to learn AI tools and emerging technologies to support administrative efficiency

What Can Set You Apart:

• Previous administrative support or office coordination experience
• Previous Human Resources experience or HR education or training

Benefits We Offer:

CBC Companies offers comprehensive healthcare benefits to eligible employees including: medical, HSA, prescription, vision, dental. Our benefits also include life insurance, short & long-term disability, Roth and 401K with possible company match and profit sharing, an Employee Assistance Program (EAP), Time Away from Work (TAFW) and paid holidays - plus employee referral bonuses, and role-based professional development opportunities. CBC Companies is committed to equal opportunity employment, and employment decisions are based on merit, qualifications, and abilities. Employment-related decisions are not influenced or affected by an employee's race, color, gender, age, religion, national origin, disability, citizenship, military status, sexual orientation, genetic information, or any other category protected by federal, state or local law. The Company endorses a work environment free from discrimination and harassment.

We are committed to providing reasonable accommodations to qualified individuals with disabilities. If you require a reasonable accommodation to complete the application process or perform the essential functions of the position, please let us know.

This posting will remain open until filled.