Administrative Specialist 3

GAI Consultants, Inc.; Homestead (Allegheny County); On-site; USD 40,000 - 80,000; Full time

Job summary

Join a dynamic leadership team at a forward-thinking company as an Administrative Specialist. This role offers the opportunity to contribute to stimulating projects while enhancing your career in a supportive environment. With a focus on collaboration and professional growth, you will be integral in managing complex documents, preparing reports, and ensuring departmental operations run smoothly. If you thrive under pressure and have a passion for administrative excellence, this position is perfect for you. Take the next step in your career and be part of a company dedicated to growth and community support.

Benefits

Comprehensive benefits package

401k company match

Tuition Reimbursement

Paid Time Off

Paid Maternity/Paternity/Adoption program

Medical, vision, dental insurance

Company-paid Long Term Disability

Company-paid Short-Term Disability

Qualifications

• 6+ years of experience in administrative roles with strong proficiency in Microsoft Office.
• Ability to manage complex documents and maintain confidentiality.

Responsibilities

• Prepare reports and presentations, schedule meetings, and manage departmental records.
• Assist in special projects and ensure compliance with policies.

Skills

Microsoft Excel

Microsoft Word

Adobe Acrobat

Multi-tasking

Effective Communication

Education

Associate degree or higher

Tools

Microsoft Office Suite

InDesign

MS Project

Job description

Pittsburgh (Homestead PA)
385 East Waterfront Drive
Homestead, PA 15120, USA

GAI Consultants, Inc. is looking for an Administrative Specialist. The successful candidate must have strong Microsoft Excel, Microsoft Word, and Adobe Acrobat skills, and experience with large (100+ pages) documents.

Bring your talent to a range of stimulating projects alongside supportive and accomplished teammates—advance your career, fulfill your professional aspirations while working with a dynamic leadership team, and express your entrepreneurial spirit as an essential contributor to an established and growing company.

Sound like a fit? We’d love the opportunity to get to know you!

Job Duties:

• Prepares reports and presentations, often of a complex or confidential nature.
• Schedules meetings for departmental staff, reserves conference rooms or A/V equipment, and makes travel arrangements.
• Ensures that departmental operations comply with organizational policies and procedures.
• Participates in and contributes to special projects as directed by the department head.
• Receives and responds to correspondence and maintains departmental records.
• May provide departmental reception services, receiving and directing visitors or calls.

Requirements:

• Works well under pressure
• Able to multi-task
• Proficiency in Word, Excel, PowerPoint required
• Microsoft Office Suite including InDesign and MS Project preferred

General Characteristics

• Continues to show progress in applying broad knowledge of principles and practices in a specific practice area.
• Independently evaluates, selects, and adapts standard techniques, procedures, and criteria.
• Leads tasks and projects of moderately complex scopes.
• Develops plans, specifications, and other project documents.
• Maintains confidentiality. Assists in managing confidential information and processes at the direction of the Senior Administrative Specialist.

Minimum Years of Experience

• 6+ Years of Experience

Education

• Associate degree (or higher) from accredited college or university preferred.
• Combination of experience, related coursework and/or education may replace requirement for college degree.

Certification/Licensure

• Notary Public preferred.
• Driver’s License

Technical Responsibilities

• Shows progress in implementing administrative/business support programs by providing higher level tasks supporting operations.
• Collects and analyzes internal and external information in order to support operations.

Project and Task Management

• Predominantly plans and coordinates detailed aspects of Business Support projects.
• Prepares project scopes, schedules and plans for assigned projects.
• Predominantly assigns tasks to other technical and non-technical staff.

Management Responsibility

• Receives general direction on key objectives. Receives guidance on unconventional/complex problems, direction on modified techniques, and new approaches on assignments with conflicting criteria.
• Attends project meetings and assists with meeting minutes.
• Mentors junior staff by providing guidance, explaining responsibilities and reviewing work products.
• Demonstrates professional attitudes relevant to the field of Business Support/Administration including creativity, curiosity, flexibility and dependability.

Communication Skills

• Utilizes effective oral and written communication skills; interacts with all GAI staff; interacts with clients with close oversight, interacts closely with Project Managers, clients, outside vendors and various Department Managerial Staff, etc.

Why GAI?

At GAI, exceptional people have an exceptional place to work, grow, lead, and achieve. Explore an array of opportunities in locations across the U.S. and join accomplished colleagues in tackling challenging projects for a range of markets. Enjoy comprehensive benefits and feel good about being part of a collaborative team that’s committed to supporting the communities we serve. Join GAI and distinguish yourself in a company poised for unlimited growth.

Benefits To Working at GAI Include:

• Competitive salary - GAI is committed to paying market-based salaries
• Comprehensive benefits package including medical, vision, dental, company-paid Long Term Disability, and Short-Term Disability (benefits start within 30 days of hire)
• New paid Maternity/Paternity/Adoption program
• Generous Paid Time Off and 7 paid holidays
• 401k company match
• Tuition Reimbursement

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)