Administrative Assistant

HAVAS Red US; Pittsburgh (Allegheny County); Hybrid; USD 40,000 - 50,000; Full time

Job summary

A leading Global Merged Media agency in Pittsburgh is seeking an Administrative Assistant. The role involves providing administrative support to senior leadership and managing office logistics. The ideal candidate should have at least 1 year of relevant experience and proficiency in MS Office. This hybrid position requires in-office work Monday through Thursday, and potentially Friday to support operations and clients. Strong organizational skills and a proactive attitude are essential for success.

Qualifications

• Minimum of 1 year of relevant experience in administrative roles.
• Experience with MS Office is required.
• Knowledge of Concur for expense management is a plus.

Responsibilities

• Provide administrative support to senior leadership members.
• Oversee office day-to-day logistics.
• Manage incoming and outgoing calls and mail.
• Facilitate office events and new staff onboarding.
• Maintain and organize conference rooms.

Skills

Strong verbal and written communication skills

Self-motivated

Extremely organized

Personable and approachable

Education

High School diploma or GED

Tools

MS Office (Word, PowerPoint, Excel, and Outlook)

Concur

Job description

Havas Red is a Global Merged Media agency specialized in earned, social & experiential storytelling with borderless thinking.

We are currently seeking an Administrative Assistant to join our team in our Pittsburgh office!

The role provides general administrative and operational support to leadership and our Pittsburgh office to ensure all is running smoothly and efficiently.

Responsibilities:

• Provide administrative support to (2) senior PR leadership members, including managing their expenses, scheduling, and travel
• Oversees office and is responsible for day-to-day logistics
• Answers and directs all incoming calls
• Ensures office and kitchen supplies are always well stocked. Anticipates upcoming needs.
• Manages incoming and outgoing mail and packages
• Manages and facilitates office events, activities, and agency initiatives
• Assists with the onboarding of new staff, desk set up, tour, etc.
• Works with vendors and helps support facilities, catering, and IT
• Manages all conference rooms, ensures they are well maintained and ready for meetings
• Greets guests and notifies appropriate staff of their arrival
• Assists with client meetings and visitors
• Works with staff to upkeep and organize client incoming product
• Ad-hoc tasks and projects within Operations, Finance, and HR
• Contributes positively to the agency culture, atmosphere and values
• Establishes professional and respectful employee relationships within the division and agency

Experience:

• A minimum of 1 year of relevant experience
• Experience with MS Office (Word, PowerPoint, Excel and Outlook)
• Concur and expense experience is a plus
• High School diploma or GED

We operate on a hybrid schedule. This role is in-office Monday through Thursday and as needed Friday to support operations and clients.

Skills & Abilities Required

• Strong verbal and written communication skills.
• Self-motivated and able to work well in a fast-paced environment.
• Extremely organized, ability to anticipate requests and be proactive.
• Must be personable, approachable and courteous; a positive “can do” attitude.