Executive Assistant/Operations Generalist

Job Description

Job Description

Description:

South Hills Interfaith Movement (SHIM) mobilizes community resources and implements sustainable programs that compassionately help neighbors meet basic needs, achieve self-sufficiency, and build community. SHIM provides food, clothing, financial aid, education, family support, and additional supportive services to individuals and families throughout Pittsburgh’s southern suburban neighborhoods.

Job Summary:

Due to growth and new initiatives, the Leadership team is has begun the exciting search for an Executive Assistant/Operations Generalist. The Executive Assistant provides high-level administrative, organizational, and project support to the Executive Director and leadership team. This role requires a flexible, proactive, highly organized professional who can manage competing priorities, maintain confidentiality, and support the day-to-day operations of the executive office. The Executive Assistant serves as a key partner in helping the Executive Director remain focused on organizational priorities, strategic initiatives, board engagement, and community relationships.

This position is fully onsite. Employees are expected to work in person at SHIM’s designated work location(s) in alignment with organizational needs and position requirements.

Essential Functions:

· Provide high-level administrative support to the Executive Director and other assigned leadership staff.

· Coordinate and prioritize the Executive Director’s calendar, meetings, scheduling logistics, and travel arrangements.

· Support email management by monitoring communications, drafting responses, prioritizing urgent matters, and ensuring timely follow-up.

· Prepare correspondence, reports, presentations, agendas, meeting materials, and other organizational documents.

· Attend Board of Directors meetings, committee meetings, leadership meetings, and other organizational meetings as requested.

· Prepare meeting agendas and materials; document meeting notes, action items, and follow-up responsibilities.

· Assist with tracking organizational priorities, projects, and deadlines to support accountability and execution.

· Serve as a liaison between the Executive Director, Board members, staff, community partners, and external stakeholders.

· Support logistical planning and coordination for retreats, staff meetings, leadership meetings, trainings, and organizational events.

· Maintain organized records, files, and systems related to executive and organizational operations.

· Handle confidential and sensitive information with professionalism, discretion, and sound judgment.

· Support special projects and strategic initiatives as assigned.

· Assist with office coordination tasks including ordering supplies, organizing meeting spaces, and supporting daily administrative operations.

· Perform other related duties as assigned.

Minimum Qualifications:

· Excellent verbal and written communication skills.

· Strong organizational skills and attention to detail.

· Excellent time management skills with the ability to manage multiple priorities and deadlines.

· Ability to work independently while maintaining strong collaboration with leadership and staff.

· Demonstrated professionalism, discretion, and confidentiality.

· Strong problem-solving skills and adaptability in a fast-paced environment.

· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and ability to learn new systems and software quickly.

· Ability to build positive working relationships with individuals from diverse backgrounds.

Minimum Qualifications:

· High school diploma required; Associate’s or Bachelor’s degree in Business Administration, Communications, Nonprofit Management, or related field preferred.

· Minimum of three to five years of administrative support experience required, preferably supporting senior leadership or executives.

· Nonprofit experience preferred.

Supervisory Responsibility:

· None

Clearance Requirements:

· Pennsylvania Access to Criminal History (PATCH) through the Pennsylvania State Police

· Pennsylvania Child Abuse History (PACA) through the Pennsylvania Department of Human Services

· FBI Criminal History Background Check (FBI Fingerprint); requires the individual to submit their fingerprints to the FBI and have the background check run through the PA State Police’s designated agencies

· NSOR

· Mandated Reporter Training

Physical Requirements:

· Prolonged periods sitting at a desk and working on a computer.

· Must be able to lift up to 15 pounds at times.

SHIM is an Equal Opportunity Employer and is committed to providing reasonable accommodations to qualified individuals with disabilities.

If you need assistance or accommodations during the application or employment process, please contact View email address on ziprecruiter.com