Administrative Assistant

Our client, a leading financial services organization, is looking to hire an Administrative Assistant in Pittsburgh, PA .

Pay Rate Range: $35$45/hour W2, depending on experience

Responsibilities:

• Manage complex and frequently changing calendars for senior Finance and Investor Relations leaders.
• Coordinate meetings, conference calls, executive events, and scheduling across multiple time zones.
• Prepare meeting materials, presentations, agendas, and executive correspondence.
• Support special projects and administrative initiatives for Finance leadership.
• Coordinate domestic and international travel arrangements, including flights, hotels, transportation, visas, and detailed itineraries.
• Process and reconcile executive expense reports.
• Manage invoices, purchase requests, and procurement-related activities.
• Coordinate investor conferences, analyst meetings, non-deal roadshows, and investor visits.
• Support logistics and communications for earnings calls and investor events.
• Assist with presentations, spreadsheets, briefing materials, and executive communications.
• Help maintain strong relationships with analysts, shareholders, and external stakeholders.
• Support quarterly earnings preparation activities.
• Coordinate deliverables across Finance, Audit, Legal, and other internal teams.
• Assist with document management and reporting processes.
• Serve as a point of contact for visiting executives, investors, analysts, and business partners.
• Coordinate office logistics, facilities requests, workspace needs, onsite meetings, and executive events.
• Maintain confidential records and sensitive business information.
• Identify process improvement opportunities and enhance operational efficiency.
• Provide backup support for other executive administrative professionals as needed.

Requirements:

• 5+ years of executive administrative support experience, preferably supporting senior leaders.
• Experience supporting executives within Finance, Investor Relations, Accounting, Treasury, or professional services environments is preferred.
• Prior experience supporting C-suite executives is highly preferred.
• Proven ability to manage multiple priorities in a fast-paced environment.
• Strong organizational, planning, and time management skills.
• Exceptional attention to detail and commitment to accuracy.
• Excellent written and verbal communication skills.
• Advanced proficiency in Microsoft Outlook, PowerPoint, Excel, and Word.
• Experience coordinating complex domestic and international travel.
• Ability to handle highly confidential information with discretion.
• Experience with expense management systems such as Concur or procurement tools is a plus.
• Ability to work in a hybrid environment, with in-office presence based on business needs.
• Contract-to-hire opportunity with potential for long-term career growth based on performance and position availability.

Russell Tobin offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance and employee discounts with preferred vendors.

Equal Employment Opportunity

Russell Tobin is an equal opportunity employer. We do not discriminate on the basis of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decision making, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.

Fair Chance Employment

Russell Tobin is a Fair Chance employer. We consider all qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local Fair Chance laws and ordinances, including, the California Fair Chance Act and all applicable local Fair Chance ordinances.

Accommodations

We are committed to providing reasonable accommodations to applicants and employees with disabilities. If you require a reasonable accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact us.

Only applicable for San Francisco Candidates **:** Under the San Francisco Lactation in the Workplace Ordinance, we will provide written notice of lactation accommodation rights, and this notice will automatically be given upon hiring, any inquiry of parental leave or lactation accommodation.