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Senior Executive Assistant

2 months ago

Pittsburgh, Pennsylvania, United States Innovation Works, Inc. Full time
Position Overview

We are in search of a meticulous and proactive Senior Executive Assistant to provide essential support to our Chief Strategy Operations Officer (CSOO) and their team. The successful candidate will possess 5 to 10 years of experience in a high-level administrative role, ideally within a legal firm environment. This position demands exceptional organizational capabilities, keen attention to detail, and the ability to effectively manage competing priorities.

Key Responsibilities

Administrative Support:

  • Deliver comprehensive administrative assistance to the CSOO and their team, including calendar management, meeting scheduling, and travel coordination.
  • Handle sensitive and confidential information with utmost discretion.
  • Draft and refine correspondence, reports, presentations, and various documents.

Meeting Coordination:

  • Prepare and organize materials for meetings, such as agendas, briefing documents, and follow-up actions.
  • Attend meetings, document minutes, and ensure timely distribution of materials.
  • Coordinate logistics for board meetings, executive team gatherings, and other significant events.

Project Management:

  • Assist in the planning and execution of special projects and initiatives led by the CSOO and Managing Directors.
  • Monitor project timelines and deliverables, ensuring deadlines are consistently met.
  • Facilitate communication and collaboration across various departments and teams.

Communication:

  • Act as a liaison for internal and external stakeholders.
  • Manage incoming and outgoing communications, including phone calls and emails.
  • Draft and proofread communications on behalf of the CSOO and Managing Directors.

Office Management:

  • Oversee the organization and maintenance of office supplies and equipment.
  • Ensure a professional, welcoming, and efficient office environment.
  • Coordinate with IT and other service providers to resolve any office-related issues.
Qualifications
  • Bachelor's degree in Business Administration, Communications, or a related field; a Master's degree is preferred.
  • 5 to 10 years of experience as an executive assistant or in a similar capacity, preferably within a law firm.
  • Strong organizational and time management skills with the ability to juggle multiple priorities and deadlines.
  • Excellent written and verbal communication abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
  • High level of professionalism, integrity, and discretion in managing confidential information.
  • Strong interpersonal skills and the capacity to work collaboratively with diverse teams.
  • Experience in project management and event coordination is advantageous.

Innovation Works, Inc. is committed to fostering a diverse and inclusive workplace. We are an equal-opportunity employer.