What are the responsibilities and job description for the Executive Assistant position at Oxford Solutions?
About the Role
We are seeking a highly capable and polished Executive Assistant to work in our office in the North Hills (Pittsburgh) office, five days per week to directly support the leadership of a fast-growing staffing company. This is a critical position that ensures the President's office operates efficiently and strategically. The ideal candidate is proactive, resourceful, and skilled at handling a wide range of administrative and operational responsibilities with confidence and discretion. Experience in the staffing or professional services industry is highly desirable.
Key Responsibilities
- Act as a gatekeeper, screening communications and ensuring the President's time is focused on the highest-impact activities
- Manage the President's calendar
- Prepare, edit, and proofread presentations, reports, proposals, and internal communications
- Support client engagement efforts by coordinating high-level meetings, following up on action items, and preparing briefing materials
- Assist in monitoring operational metrics and staffing performance reports, compile summaries for executive review
- Coordinate meetings and leadership team sessions, including agenda preparation, minutes, and follow-up
- Handle confidential and sensitive information with the utmost professionalism
- Liaise with internal teams—including operations, recruiting, sales, and finance—to support companywide initiatives
- Manage expense reports, approvals, vendor coordination, and administrative workflows
- Support special projects and company events as needed, helping the President drive organizational priorities forward
Qualifications
- 3–5 years of experience supporting senior executives; experience in staffing, recruiting, or a service-based industry preferred
- Exceptional organization, prioritization, and time-management skills
- Strong written and verbal communication abilities, with a professional and polished communication style
- High level of discretion, judgment, and ability to maintain confidentiality
- Mastery of Microsoft Office Suite and/or Job Diva desired
- Ability to work in a fast-paced environment and adapt quickly to shifting priorities
- Self-starter with a strong sense of ownership and commitment to follow-through
- Demonstrated ability to collaborate effectively across departments
What We Offer
- Competitive compensation and benefits package
- Opportunity to work closely with executive leadership in a growing staffing organization
- A culture that values initiative, teamwork, and professional growth
- The chance to play a meaningful role in the company's operational success