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Executive Administrative Assistant

6 hours ago

Pittsburgh, Pennsylvania, United States Haddad's Full time

Position Overview:

We are seeking a highly reliable, sharp, and exceptionally organized Executive Assistant to support our hands-on owner in a dynamic, fast-paced environment. This is not a passive support role; the right candidate will be an extension of the owner, managing both business and personal priorities, keeping operations moving, and staying one step ahead. The owner is deeply involved in all aspects of the business and expects employees to move quickly, think clearly under pressure, and adapt to frequently changing instructions. The ideal candidate is a natural executor, thrives on ownership and accountability, and is fully committed to helping the owner operate at peak performance.

This is a demanding, full-time role with an average 45-48 hour work week. The Executive Assistant will collaborate closely with two highly skilled coworkers who together bring over 14 years of experience in executive assistance. Together, the team will ensure the efficient operation of the executive office, contributing to the success of the organization. The ideal candidate must be ultra-reliable, proactive, and willing to work outside standard business hours when needed. Haddad's offers a collaborative and supportive work environment with unlimited potential for growth. The Executive Assistant will assist in various aspects of the organization, from business and contractual agreements to organizing day-to-day meetings, itineraries, reports, and coordinating executive responsibilities. This is not your typical 9-5 job You will be a part of a collaborative high-performing executive assistant team where your contributions are not only valued, but also essential to the success of the organization – bringing a real sense of professional pride.

Benefits:

  • Competitive Pay
  • Medical, Dental, and Vision Coverage
  • Paid Vacation
  • 401(k) with Company Match
  • Weekly Pay
  • Paid Sick Leave
  • Continual Training Opportunities
  • Performance-Based Bonus
  • Minimum 45-48 Hour Work Week (Full-Time)

Key Responsibilities:

  • Direct Support to the Owner:
  • Act as the owner's right hand in managing calendars, meetings, deadlines, and priorities.
  • Keep the owner organized and focused, ensuring nothing slips through the cracks.
  • Take initiative to handle tasks before they become urgent.
  • Manage all scheduling and time logistics with accuracy and speed.
  • Handle daily communications — emails, texts, calls — with professionalism and urgency.
  • Execution & Coordination:
  • Help the owner translate ideas into action by organizing and driving follow-through on tasks and projects.
  • Coordinate meetings, prep materials, and manage day-to-day operations with little to no micromanagement.
  • Act as a gatekeeper while also making sure key opportunities and issues are surfaced promptly.
  • Project & Task Management:
  • Track and prioritize multiple moving pieces — business, personal, and operational — with clarity and speed.
  • Assist with business operations, research, vendor coordination, and occasional personal tasks.
  • Follow up relentlessly on delegated items, ensuring closure and accountability.
  • Travel & Logistics:
  • Book and manage complex travel arrangements.
  • Create detailed itineraries and anticipate travel needs in advance.

Requirements:

  • Experience:
  • 5+ years supporting a high-demand business owner, entrepreneur, or senior executive.
  • Experience in fast-paced, high-responsibility roles
  • Skills:
  • Exceptional organization and time management.
  • Clear, concise, and professional communication — written and verbal.
  • Tech-savvy with tools like Microsoft Word, Excel, Dropbox, and OneDrive
  • Ability to handle frequent shifts in priorities without dropping the ball.
  • Mindset & Traits:
  • Must be reliable and always follow through.
  • Able to keep pace with a hands-on, fast-thinking owner.
  • Comfortable with last-minute changes, direct feedback, and urgency.
  • Highly proactive — doesn't wait to be told what to do.
  • Handles pressure and chaos with calm and competence.
  • Maintains full discretion and confidentiality at all times.

Hours

  • Monday - Friday 8:00am - 6:00pm
  • Must be flexible to work 9:00am - 7:00pm as needed
  • Must be willing to work Saturday's occasionally (an average of 4 Saturdays per year)

If you are a motivated individual with a passion for organization and teamwork, we encourage you to apply and become a valued member of our executive support team.

Job Type: Full-time

Expected hours: 45 – 48 per week

Benefits:

  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Life insurance
  • Vision insurance

Application Question(s):

  • Do you have a valid driver's license?

Work Location: In person