What are the responsibilities and job description for the Executive Assistant position at The Children's Institute of Pittsburgh?
Careers at Our Amazing Place.
At The Children’s Institute of Pittsburgh, we’ve built our legacy on being amazing. After more than a century of the highest quality care and service to children and their families, we’re forever proud of our team members who don’t just make a career here – they make a difference.
Job Title: Executive Assistant
Location: 1405 Shady Ave., Pittsburgh, PA 15217
Schedule: Monday – Friday, Full Time, Onsite
The Executive Assistant supports executive leaders with a variety of tasks and executive administrative management day-to-day functions. This team member is an experienced, self-motivated, and professional individual who can handle multiple tasks, work independently with little supervision, maintain confidentiality with sensitive information, and is adaptable to changing environments.
The Executive Assistant has an excellent track record of success and increased responsibility supporting executive level leadership. This individual relies on experience and judgment to anticipate needs, plan accordingly, complete responsibilities, accomplish goals, and meet deadlines, and is a consummate professional with a demonstrated record of enabling executives to carry out their duties with high effectiveness and efficiency.
Responsibilities
- Assist in complex scheduling for the COO as well as other Senior Leadership Team (SLT) members as needed, to align availability among themselves, as well as the CEO and COO and external partners while prioritizing requests, resolving conflicts, and coordinating with staff with professionalism and discretion.
- Responsible for handling logistics of meetings such as securing meeting space, pre-registering external guests, catering, audio/visual equipment, and other meeting needs.
- Assist with reconciling expense reports for admin leaders each month and themselves.
- Monitor inventory, order office and breakroom supplies for the Admin Suite while taking initiative for cost-effectiveness and reduce waste.
- Advanced proficiency in Microsoft Office Suite, particularly Outlook, SharePoint, Teams, Word, and Excel as well as Adobe Pro. Demonstrates proficiency with standard office equipment, including copiers and printers, with the ability to perform routine troubleshooting such as clearing jams and replacing toner.
- As an integral part of the executive administrative team, improves the overall efficiency of the executive leadership team and contributes to the broader administrative needs of the teams.
- Reflects a high degree of professionalism through personal image, communication, conduct, personal accountability, and work ethic.
- Performs advanced, diversified, and confidential duties in support of the leadership team, working independently with minimum supervision.
- Utilizes sound judgment and knowledge of The Children's Institute and its policies and procedures when responding to questions, requests, or needs.
- With guidance, makes decisions that assure the smooth operation of the executive office.
Qualifications
- HS Diploma required, Associate or bachelor's degree preferred, or equivalent combination of education and experience.
- Minimum of 5 years of executive assistance (C-suite level)
- Minimum of 1 year of financial administration assistance or knowledge of principles and practices of basic financial management and practice
- Strong verbal and written communication skills; confident interacting with internal and external stakeholders, including executive leadership
- Clearances Required: Act 73 FBI, Act 34 Criminal Clearance, and Act 33 Child Abuse Clearance
Benefits Summary
We're proud to offer generous benefits to our team members. Regular full-time team members are eligible for the following benefits:
- Medical and Prescription insurance-Choice of two health plans and networks
- Dental and Vision-Free coverage for team members.
- Paid Time Off (PTO) and Holidays
- Medical, Bereavement, Educational, amp; Personal Leaves
- Parental leave (birth amp; adoption) paid-6 weeks
- 403b Retirement Plan – pre-tax amp; Roth options; employer match after 1 year
- Student Loan Refinancing Program
- Public Service Loan Forgiveness Program – CI qualifies as non-profit
- Education Assistance/Tuition Reimbursement
- Professional Development/CEU’s
- Life and Short- amp; Long-Term Disability insurance
- Credit Union
- Team Member Recognition Events
- Referral bonus
- CPR-employer paid
- Travel mileage reimbursement at federal rate
The Children's Institute of Pittsburgh is an Equal Opportunity Employer. We serve a diverse population of children and families, and we want our workforce to reflect that same diversity. We want all interested individuals to feel welcome in applying for a career at our amazing place – we can't wait to meet you!
The Children's Institute does not exclude, deny benefits to, or otherwise discriminate against any person on the basis of race, color, national origin, religious creed, AIDS or HIV status, disability, ancestry, age, gender, sexual orientation, gender identity or expression, genetic information, marital status, union membership, or veteran/military status in employment.