Executive Assistant

Executive Assistant

Hybrid, must go into office 2 days a week in Pittsburgh.

Summary

As Executive Assistant, you will provide direct support for the Chief Executive Officer (CEO) and other C-level executives maintaining superior customer service, addressing issues brought forth in a professional and expedient manner. Responsible for scheduling internal and external meetings, preparing written responses to routine inquiries, maintaining electronic and hard copy filing systems, and assembling highly confidential and sensitive information. Manage a diverse group of important external callers and visitors as well as internal contacts. Independent judgment needed to plan, prioritize, and organize a diversified workload. Work as part of a collaborative and flexible team to support the overall operation and administration of NADG.

Essential Duties

• Uses discretionary initiative and judgment in handling sensitive and confidential details, establishing priorities and resolving problems relating to day-to-day operations and administrative details.
• Serves as a liaison between executives and other team members.
• Research and fulfill information requests from internal and external business contacts.
• Independently prepares and distributes minutes of meetings. Initiate prompt follow-up on items discussed in meetings.
• Takes initiative to ensure that all information requests are prepared and delivered to the CEO and other executives in a timely manner.
• Resolves routine and complex inquiries and problems requiring in-depth knowledge of organizational, divisional and departmental policies, procedures & projects in progress.
• Uses judgment in handling telephone calls and appointment requests for the CEO and other executives; routes to others as appropriate.
• Schedules and maintains calendar of appointments, meetings and travel itineraries. Coordinate related arrangements. Assist the CEO and other executives in maintaining and keeping scheduled appointments,
• meetings, etc.
• Open, read, and prioritize incoming mail. Gather background information for CEO to reply to issues posed in correspondence and other queries. Route and answer all correspondence not requiring the CEO’s attention.
• Initiate routine and some non-routine correspondence and memoranda. Draft correspondence for the CEO’s final approval.
• Takes responsibility for building Power Point presentations, board agendas, and financial documents.
• Compiles, computes, summarizes, and analyzes data for special reports.
• Plans, organizes and prioritizes special projects.
• Assist in coordinating the agenda of senior leadership team and other meetings.
• Takes and transcribes dictation of a complex and confidential nature.
• Has regular exposure to highly confidential information and files.
• Expected to be to work all scheduled workdays, during scheduled hours and report to work on time.
• Other special projects or responsibilities as assigned.

Experience/Requirements

• Minimum three (3) years’ experience supporting senior-level executives with high standards and expectations in a fast-paced work environment.
• Current and valid drivers’ license, and car insurance, and reliable transportation.
• Proficient in MS Office suite.

Skills, Knowledge and Abilities (SKAs)

• Problem solving—identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
• Interpersonal Skills—maintains confidentiality, remains open to others’ ideas and exhibits
• willingness to try new things.
• Oral communication—speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills and conducts meetings.
• Written Communication—edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
• Planning/organizing—prioritizes and plans work activities, uses time efficiently and develops realistic action plans.
• Quality control—demonstrates accuracy and thoroughness and monitors own work to ensure quality.
• Adaptability—adapts to changes in the work environment, manages competing demands and is able to deal with frequent changes, delays or unexpected events.
• Dependability—consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
• Safety and security— actively promotes and personally observes safety and security procedures and uses equipment and materials properly.
• Considerable knowledge of principles andpractices of personnel administration.
• Proficient in MS Office suite.

Education/Training

• Bachelor’s degree or equivalent work experience.