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Executive Assistant – Non Profit
Pittsburgh, PA

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Direct Hire


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

 

 



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