Executive Assistant – Non Profit
Pittsburgh, PA

SUMMARY OF ROLE

The Executive Assistant serves as the strategic partner to the Executive Director and their direct reports.  They are a critical liaison between the Executive Director and the Board of Directors. This role is responsible for overseeing and managing schedules, preparing for and handling all logistics of internal/external meetings, developing and disseminating internal/external communications and other critical functions of the leadership team, as well as anticipating and proactively addressing operational and administrative needs.  

PRINCIPAL DUTIES AND RESPONSIBILITIES

Leadership

• Act as strategic partner to the Executive Director and their direct reports, using best judgment to handle multiple requests for time on their calendars, as well as other competing priorities
• Anticipate operational and administrative needs, proactively addressing such needs and understanding when to escalate issues to keep leadership informed.
• Navigating through ambiguity and effectively problem-solving to drive projects and organizational goals to completion.
• Plan and lead the coordination of events and meetings
• Serve as a key liaison to the Board of Directors
• Build relationships within the organization and with external stakeholders to support organizational objectives
• Be discrete and maintain confidentiality

Communication

• Develop and disseminate internal/external communications
• Prepare presentations, agendas, meeting minutes and other materials for a variety of audiences

Business Operations

• Identify operational efficiencies
• Build and maintain operational reports, such as KPI snapshots
• Prepare Executive Director for meetings and effectively summarize information for operational decision-making

SKILLS NEEDED TO SUCCEED

• A self-starter with a strong sense of ownership
• Excellent time management and strong organizational skills
• The ability to prioritize multiple tasks and anticipate potential problems
• A thorough knowledge of organizational policies and procedures 
• Significant experience providing support to executive-level staff
• Proven ability to handle confidential information appropriately
• Experience working with Executive Staff and Board of Directors, prior experience working for senior-level staff within a large organization
• Must be able to exercise judgment, tact and diplomacy on behalf of Executive Director when dealing with other levels of management and Board of Directors
• Proficient in Microsoft Office (Word, PowerPoint, Excel, Outlook)
• Excellent customer service, and oral and written communication skills
• Professional and articulate with strong attention to detail
• Ability to work efficiently, effectively, and independently, with minimal supervision, and to see projects through to conclusion.

COVID-19 REQUIRMENTS

• Proof of vaccination OR submission of weekly negative COVID-19 test (PCR). Cost of the test is at the employee’s expense unless they meet the legal requirements for a medical or religious exemption.

EDUCATION/EXPERIENCE/CLEARANCE REQUIREMENTS

• Bachelors preferred
• Minimum of 5 years’ experience supporting C-Level/Executive management in the for-profit and/or non-profit environment.  
• Required Clearances:  FBI Fingerprint; National Criminal Background Check; National Sex Offender Registry; Pennsylvania Criminal Background Check and PATCH

REQUIRED CERTIFICATIONS

• CPR/AED (will offer on the job training)
• First Aid (American Red Cross) (will offer on the job training)

COMPENSATION PACKAGE

• Discretionary Bonuses

• Employer contributed 401K
• Medical, Dental, Vision
• Access to Health Savings Account

• Free on-site parking
• Free fitness center access