Executive Assistant to the MD of FST

3 days ago

Pittsburgh, PA, United States A Second Chance Full time

Executive Assistant to the Managing Director of FST/FACT/FACE

EDUCATION REQUIREMENTS:

  • Bachelor's degree in Business Administration or related field preferred
  • High School diploma required
WORK EXPERIENCE REQUIREMENTS:
  • 5 - 7 years of experience in fast-paced office environments demonstrating progressive experience supporting leadership with high-level emotional intelligence
SUPERVISORY REQUIREMENTS:
  • Two years of supervisor preferred
STATUS:
  • Full-time; non-exempt
QUALIFICATIONS:
  • Must type a minimum of 65 wpm
  • Proficient in Microsoft Office software, PowerPoint, Publisher, and Excel
  • Graphic design capabilities are preferred but not required
  • Excellent Verbal and written communication skills
  • Excellent Customer Service Skills
  • Available to work after 4:30p and on weekends occasionally
  • Confidentiality is a requirement for the role.
RESPONSIBILITIES:
  • Serve as an executive assistant to the Managing Director (MD)
  • Screening incoming calls, collaborating appointments and daily meetings
  • Making travel arrangements, including lodging, meals and transportation
  • Typing correspondence including reports and highly confidential materials
  • Arranging luncheons, coordinating meetings
  • Receiving and distributing mail
  • Being able to develop spreadsheets, charts and graphs displaying data for review and analysis
  • Record and assist the MD in updating the Project Management chart for every management member within the unit
  • Screening visitors
  • Coordinate Special Events
  • Handle all calls to the MD
  • Prepare for all MD Meetings
  • Monthly reconciliation of American Express Invoice for MD
  • Take minutes at Operating Committee Meetings
  • Works collaboratively with other Executive Assistants and agency staff to complete assignments and special projects; will also serve as back up to other Executive Assistants, as needed
  • Approve timesheets
  • Taking all Call-Offs
  • One on One Supervisory & Unit Meetings
  • Report all Support Matters to Vice President of Employee Relations
  • This position requires a flexible work schedule to include evenings and weekends.


REQUIREMENTS:
  • Registered and insured vehicle
  • Certificate of Insurance for vehicle
  • Valid Pennsylvania Driver's License
  • Current Act 33 and Police Clearances
  • Available to work flexible schedule
  • Carry cell phone
  • On Call

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