Executive Assistant

Executive Assistant

At Cogent Infotech, we believe in creating opportunities that empower individuals and transform organizations. With over 21 years of excellence in consulting and talent solutions, we pride ourselves on building inclusive workplaces and driving innovation in everything we do. Our diverse teams bring unique perspectives to help deliver cutting-edge solutions to global clients across both public and private sectors.

Position summary: This position combines high-level executive coordination with hands-on operational support, requiring sound judgment, discretion, and the ability to manage complex priorities in a fast-paced environment while aligning with institutional goals and initiatives.

Key Responsibilities:

• Manage the President's daily calendar and itinerary, including scheduling appointments, confirming meetings, and preparing agendas and briefing materials.
• Anticipate needs of the President and senior leadership, ensuring effective time management and smooth execution of daily activities.
• Coordinate travel logistics and track follow-up actions from meetings and engagements, Office Operations & Administration.
• Support daily operations of the President's Office, ensuring efficiency, organization, and strict confidentiality across all activities.
• Manage front desk operations, including greeting visitors, directing inquiries, and handling incoming calls and correspondence.
• Maintain office systems, records, supplies and files, implementing processes to improve workflow and operational effectiveness. Communication & Correspondence.
• Draft and prepare confidential correspondence, reports, memos, and other communications on behalf of the President and senior leadership.
• Screen and respond to calls, emails, and mail with professionalism, discretion, and accuracy.
• Ensure all outgoing communications reflect the executive voice, maintain confidentiality, and uphold institutional standards. Meetings, Events & Special Initiatives.
• Coordinate logistics for meetings and events, including scheduling, room reservations, parking, catering, and technology support.
• Prepare materials, agendas, and documentation for executive and governance meetings (e.g., leadership meetings, Board-related activities).
• Support high-profile and special events hosted by the President's Office (e.g., institutional ceremonies, holiday functions).
• Track meeting minutes, action items, and follow-ups to ensure timely completion of key initiatives.
• Financial & Administrative Coordination: Process invoices and payments, ensuring required documentation (e.g., W9 forms) is collected and payments are reconciled monthly.
• Oversee reconciliation of expenses and credit card statements.
• Liaison & Cross-Functional Coordination Serve as a key liaison and facilitate communication and coordination between the President's Office and internal departments, as well as external stakeholders.
• Provide administrative support to additional functional areas (e.g., Institutional Research, Strategic Marketing & Communications) as needed. Other Duties
• Perform special projects and additional responsibilities in support of the President, Chief of Staff, and institutional initiatives.

Required Skills: Minimum of 5 years of progressively responsible administrative experience, preferably in higher education or a similarly complex organization. Skills:

• Exceptional organizational, interpersonal, and communication skills (written and verbal).
• Strong attention to detail with the ability to manage multiple priorities and deadlines.
• Proficiency in Microsoft Office Suite, calendar systems, and virtual meeting platforms.
• Ability to coordinate complex logistics, events, and executive-level workflows efficiently. Professionalism & Judgment.
• Demonstrated ability to maintain strict confidentiality and exercise sound judgment in sensitive situations.
• Ability to work independently with minimal supervision in a high-profile executive environment.
• Proven ability to interact with diverse stakeholders with professionalism, diplomacy, and discretion.

Education:

• Bachelor's degree required

Cogent Infotech is a leading tech consulting firm headquartered in Pittsburgh, PA, offering cutting-edge digital transformation solutions in Cloud, Cybersecurity, Data Analytics and AI. ISO-certified and CMMI Level 3 appraised, we proudly partner with 70+ Fortune 500 companies and 150+ government agencies. Cogent is an equal opportunity employer and does not discriminate based on any protected status under applicable law.