Administrative Assistant Senior

Software Placement Group; Pittsburgh (Allegheny County); On-site; USD 55,000 - 75,000; Full time

Job summary

Software Placement Group is seeking a Senior Administrative Assistant to support the firm’s senior leadership in Pittsburgh, PA. This on-site, full-time role requires expert calendar management, travel coordination, and professional communication across internal and external stakeholders.

You will prepare reports and materials, assist with onboarding and internal communications, and help streamline operations for a fast-moving investment firm.

Qualifications

• 6+ years of administrative or executive assistant experience.
• Experience supporting senior-level executives.
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Highly professional with strong interpersonal skills and discretion.
• Proactive mindset with ability to anticipate needs and solve problems.
• Proficient with Microsoft Word, Excel, PowerPoint, and Outlook.
• Experience with virtual meeting platforms such as Microsoft Teams and Zoom.

Responsibilities

• Provide high-level administrative support to Partner-level and senior leadership.
• Manage complex calendars and scheduling priorities.
• Coordinate domestic travel arrangements and detailed itineraries.
• Prepare reports, correspondence, and presentations as needed.
• Coordinate meetings and logistics, materials, and catering.
• Maintain office supplies and conference room readiness.
• Assist with expense reporting and back-up expense processes.
• Support onboarding, internal communications, and CRM data maintenance.

Skills

6+ years experience

Executive support

Organizational skills

Communication

Interpersonal skills

Discretion

Proactive problem-solving

Independent & collaborative

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Microsoft Teams

Zoom

Job description

Location: Pittsburgh, PA | Schedule: Full-time, on-site

Overview

A highly successful and growing investment firm is seeking an experienced Senior Administrative Assistant to join its team. This is a highly visible position supporting senior leadership while also playing an important role in the day-to-day operations of the organization, ideal for an accomplished administrative professional who thrives in a fast-moving, collaborative, and results-driven environment.

What you'll do

• Provide high-level administrative support to Partner-level and senior leadership
• Manage complex calendars, meetings, appointments, and scheduling priorities
• Coordinate domestic travel arrangements and develop detailed itineraries
• Anticipate scheduling conflicts, changing priorities, and leadership needs to keep activities running smoothly
• Communicate professionally with internal team members, executives, clients, vendors, and other external stakeholders
• Prepare reports, correspondence, presentations, and other materials as needed
• Coordinate recurring and ad hoc meetings, including scheduling, preparation and distribution of materials, catering, and other meeting logistics
• Help ensure conference rooms, common areas, and office supplies are appropriately maintained and stocked
• Coordinate incoming supplies, deliveries, and other office-related needs
• Provide reception coverage and assist with general administrative and clerical responsibilities as needed
• Coordinate travel schedules and prepare comprehensive itineraries for senior team members
• Assist with expense reporting and reconciliation, including serving as backup for recurring expense-reporting responsibilities
• Maintain accurate documentation related to travel and business expenses
• Assist with CRM administration, data maintenance, and related business development activities
• Support onboarding initiatives and internal communications
• Assist with the preparation and distribution of internal newsletters and other firm communications
• Provide administrative support for special projects and business development initiatives
• Coordinate important mailings, including certified correspondence, tax-related filings, distributions, and notifications
• Maintain organized records and ensure time-sensitive materials are processed accurately
• Support operational and strategic initiatives designed to improve efficiency across the organization
• Take ownership of special projects and additional responsibilities as business needs evolve

Required qualifications

• 6+ years of administrative, executive assistant, or comparable professional experience
• Demonstrated experience supporting senior-level executives or leadership teams
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines simultaneously
• Strong written and verbal communication skills
• Highly professional with strong interpersonal skills and the ability to build relationships at all levels
• Proactive mindset with the ability to anticipate needs, identify potential issues, and develop solutions
• Strong attention to detail and a high level of personal accountability
• Resourceful, dependable, and comfortable working both independently and as part of a collaborative team
• Ability to maintain discretion and professionalism when handling sensitive or confidential information
• Comfortable working in a fast-paced, growing, and evolving organization
• Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook
• Comfortable using virtual meeting and conferencing platforms, including Microsoft Teams and Zoom

Preferred qualifications

• Experience with Concur or a comparable travel and expense management platform preferred

Why this role

This is a highly visible position supporting senior leadership at a fast-moving, collaborative, and results-driven organization, offering the opportunity to take ownership of a wide range of operational, business development, and office-related responsibilities.