Executive Assistant

Position Summary

The Executive Assistant serves as a trusted, high-impact partner to the Executive Director, providing advanced administrative, operational, and strategic support. This role is responsible for managing the Executive Director's time, priorities, communications, and workflow with exceptional accuracy, confidentiality, and professionalism.

The Executive Assistant anticipates needs, proactively solves problems, and ensures the Executive Director is fully prepared for meetings, decisions, and external engagements. Acting as a key liaison between the Executive Director and Board of Directors, senior leadership, and external stakeholders, this position requires sound judgment, discretion, strong communication skills, and the ability to represent both the Executive Director and Humane Animal Rescue of Pittsburgh with clarity and confidence.

Key Responsibilities

Executive & Administrative Support

• Serve as the primary administrative partner to the Executive Director, coordinating daily workflows, tracking priorities, and ensuring timely follow-through on executive directives.
• Manage the Executive Director's complex calendar, including proactively scheduling meetings, recommending dates and logistics, and ensuring meetings are well-prepared and run smoothly.
• Coordinate travel, speaking engagements, and external commitments.
• Maintain and organize sensitive and confidential files, records, and correspondence for the Executive Director with the highest level of discretion.
• Retrieve, synthesize, and summarize information from records, email, meeting minutes, and other documents to support executive decision-making.

Communications

• Manage Executive Director's email inbox and respond to or draft routine and non-routine email and phone inquiries on behalf of the Executive Director, exercising independent judgment when appropriate.
• Draft, edit, and distribute high-quality correspondence, talking points, presentations, reports, and executive messages that reflect the Executive Director's voice and strategic priorities.
• Support internal and external relationships by preparing meeting briefing materials, managing stakeholder communications, and ensuring accurate and timely follow-up.

Board Support

• Coordinate all Board of Directors and Executive Committee meetings, including scheduling, logistics, and preparation of briefing and meeting packets.
• Alongside board secretary, record, prepare, and distribute meeting minutes and official records in a timely manner.
• Maintain Board attendance and giving records, bylaws, governance documentation, and historical files, ensuring the Executive Director has ready access to critical information.

Office & Operational Support

• Perform essential administrative functions such as filing, document management, recordkeeping, and office coordination.
• Prepare meeting and presentation spaces, including ordering meals and coordinating logistics as needed.
• Track action items and support follow-up across departments to support organizational alignment and accountability.
• Remain informed of organizational initiatives, policy updates, and procedural changes, ensuring accurate communication and coordination.
• Identify opportunities to streamline processes, improve information flow, and enhance executive effectiveness.

Working at HARP

Humane Animal Rescue of Pittsburgh is committed to creating a collaborative, inclusive, and mission-driven workplace. The Executive Assistant plays a vital role in advancing our impact by ensuring strong executive leadership, effective governance, and organizational alignment—all in service of the animals and communities we support.

Requirements:

Qualifications & Skills

• Bachelor's degree or equivalent combination of education and experience required.
• Minimum of 3 years of executive or senior-level administrative experience.
• Exceptional organizational, time management, and prioritization skills.
• Superior written and verbal communication skills, with the ability to draft polished, executive-level materials.
• Demonstrated ability to handle confidential information with discretion and sound judgment.
• High level of professionalism, emotional intelligence, and relationship-building ability.
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfort adopting new technologies and AI-enabled tools.