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Chief Operations Assistant

2 months ago

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

We are in search of a detail-oriented and proactive Senior Executive Administrator to provide comprehensive support to our Chief Strategy Operations Officer (CSOO) and their team. The successful candidate will possess a robust background in executive assistance, ideally within a legal or corporate environment.

Key Responsibilities

Administrative Support:

  • Deliver high-level administrative assistance to the CSOO and their team, which includes managing schedules, organizing meetings, and arranging travel logistics.
  • Handle confidential information with the utmost discretion and professionalism.
  • Prepare and refine various documents, including correspondence, reports, and presentations.

Meeting Coordination:

  • Organize and prepare necessary materials for meetings, such as agendas and briefing documents.
  • Attend meetings to take minutes and ensure timely distribution of relevant materials.
  • Coordinate logistics for executive meetings and significant events.

Project Management:

  • Assist in the planning and execution of special projects initiated by the CSOO and Managing Directors.
  • Monitor project timelines and deliverables to ensure deadlines are consistently met.
  • Facilitate effective communication and collaboration across various departments.

Communication:

  • Act as a liaison for internal and external stakeholders.
  • Manage all forms of communication, 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 and efficient office environment.
  • Coordinate with IT and 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 in an executive support role, preferably in a law firm or corporate setting.
  • Exceptional organizational and time management skills with the ability to prioritize effectively.
  • Excellent written and verbal communication abilities.
  • Proficiency in Microsoft Office Suite and other relevant software.
  • High level of professionalism and integrity in handling sensitive information.
  • Strong interpersonal skills with the ability to collaborate effectively with diverse teams.
  • Experience in project management and event coordination is advantageous.

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