Administrative Assistant
Job Details
Pittsburgh - Pittsburgh, PA
Full Time

The Administrative Assistant for Finance and Administration provides support to the CFO, the Sr. Director of Operations, and the Finance, Administration, and Human Resources Departments. In addition to general administrative support, filing and scheduling, the Administrative Assistant coordinates meetings, and conferences, performs database record entry and management, orders and maintains supplies, and works on special projects. Position includes working with confidential and sensitive information and interacting with diverse external partners, volunteers, and visitors. Independent judgment is required to plan, prioritize, and organize diversified workload, and insight to recommend changes in office practices or procedures.


Essential Functions

  • Provides administrative support for the CFO, Senior Director of Operations, CFO, and management in the Finance, Administration and Human Resources Departments.
  • Support the Finance and Administration, Human Resources, Audit, and Investment Committees through scheduling, coordinating, and distributing meeting materials, preparing the meeting space, and maintaining, updating, and retrieving committee members records in CRM database.
  • Provide general assistance including but not limited to typing letters and memoranda, creating reports, proofreading, and revising copy, file management, and sorting and distributing departmental mail and packages.
  • Track, document and reconcile credit card expenses for the CFO and Senior Director of Operations
  • Maintain office supply inventory, including monitoring, ordering, stocking, and filing of the necessary paperwork.
  • Coordinate travel and training arrangements, as well as request for reimbursements, for management staff in Finance & Administration Department


Additional Functions

  • Assist with special projects in and outside of office.
  • Act as back-up for the Executive Assistant to the President
  • Provide back-up for reception area
  • Perform other duties that may be assigned by Senior Director of Operations and CFO.

Education and Experience

  • High School graduate with at least three (3) years of experience in general office responsibilities and procedures.


Knowledge, Skills, and Abilities

  • Highly organized with ability to multitask, prioritize workload and meet deadlines in and across departments
  • Strong verbal and written communications skills
  • Personal Effectiveness/Credibility
  • Exceptional attention to detail
  • Enthusiastic collaborator
  • Strong emphasis on quality assurance, error resolution and customer support
  • Proficient in Microsoft Outlook, Word, and Excel
  • Familiarity with database systems and reporting


Physical Demands

  • Medium: Exerting 20 to 50 lbs. of force occasionally and/or 10 -25 lbs. force frequently and/or up to 10 lbs. of force constantly. Physical demand requirements are greater than that required for Light Work.


Travel Requirements

  • Occasional travel within the region via ground transportation