Administrative Assistant II

Job Description

Job Details:
Job Title: Administrative Assistant II
Location: Pittsburgh PA 15272
Duration: 12+ Months
Hybrid Role: Minimum 3 days in office per week;in-office days fluctuate based on current events and programs.

Job Description
The Communications and Program Coordinator works closely with the Executive Director of the client Foundation and the Community Engagement team to coordinate and support a range of U.S.-based programs and initiatives, including grantmaking and employee engagement efforts, as well as related communications and materials.
This role is ideal for a highly organized, detail-oriented individual who is comfortable managing logistics, information, and coordination across multiple programs and priorities.


Employee Programs Coordination

• Support the day-to-day operations of U.S.-based CLIENT Foundation employee programs, including Matching Gifts, GIVE volunteer grants, Volunteer Time Off and Innovative Classroom Grants.
• Track employee participation and compile program data for internal reporting.
• Respond to employee inquiries as needed.
• Coordinate program implementation with the external vendor, including managing day-to-day communication, troubleshooting issues, and overseeing internal approvals.
• Assist with internal communications to promote programs to U.S.-based employees, with the goal of increasing awareness and participation.

Communications

• Post finalized communication materials to internal and external channels, including employee intranet and external community engagement website.
• Manage and organize storage of video and image assets in internal systems.
• Source photos and other assets from both U.S. And global regions, including outreach to program participants, for website updates and other communications.
• Provide support for communications initiatives on an as-needed basis.

Program Support

• Provide support for select Community Engagement programs, including day-of event assistance for locally based initiatives.
• Assist with program logistics, such as ordering materials, signage, or other supplies as needed.
• Support the CLIENT Foundation Scholarship Program, conducted in partnership with the NATIONAL MERIT®Scholarship Corporation (NMSC).
• Coordinate with NMSC and the internal communications team to gather winner information, photos, and background details.
• Assist in preparing internal communications materials to share winner announcements.
• Manage program timelines and ensure deadlines are met for internal and external reporting.
• Collect program-related data, including grantee information and other relevant materials to support reporting and communications.
• Manage community engagement-related inquiries received via CLIENT's website;respond to and/or route as appropriate.
• Manage public-facing inboxes for the CLIENT Foundation and Colorful Communities program, responding to inquiries and routing requests as needed.

Administrative Support

• Coordinate meetings with internal and external stakeholders, including scheduling, preparing agendas and supporting materials, and documenting follow-up actions and next steps.
• Handle general correspondence, including drafting emails and responding to inquiries.
• Organize and maintain grantmaking files, historical materials, and community engagement-related supplies and program materials for easy access.

Experience & Qualifications

• 1-2 years of professional experience.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and priorities simultaneously.
• Excellent written and verbal communication skills, including professional email correspondence.
• Experience coordinating logistics for events or programs.
• Collaborative, proactive and able to work effectively both independently and as part of a team.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams);experience with SharePoint, intranet platforms, or basic website updates is a plus.
• Capable of supporting event operations, including setup, light lifting (up to 30 lbs.), and sustained periods of standing or movement.

Meet Your Recruiter

Radha Upadhyay