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Chief Operations Support Specialist

2 months ago

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

We are in search of a highly organized and proactive Senior Executive Assistant to provide essential support to our Chief Strategy Operations Officer (CSOO) and their team. The ideal candidate will possess 5 to 10 years of experience in an executive support capacity, ideally within a legal environment. This role demands exceptional organizational capabilities, meticulous attention to detail, and the aptitude to manage multiple priorities effectively.

Key Responsibilities

Administrative Support:

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

Meeting Coordination:

  • Organize and prepare materials for meetings, including 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 adherence to deadlines.
  • Facilitate communication and collaboration across various departments and teams.

Communication:

  • Act as a point of contact for internal and external stakeholders.
  • Manage incoming and outgoing communications, including phone calls, emails, and mail.
  • 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 the office environment is professional, welcoming, and efficient.
  • Coordinate with IT and other service providers to address 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 role, preferably within a law firm.
  • Strong organizational and time management skills with the ability to handle multiple priorities and deadlines.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
  • High level of professionalism, integrity, and discretion in handling confidential information.
  • Strong interpersonal skills and the ability to work collaboratively with diverse teams.
  • Experience in project management and event coordination is a plus.

Innovation Works, Inc. is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.