Executive Admin

H. T. PROF Group; Pittsburgh, Northern (Allegheny County, KY); Hybrid; USD 60,000 - 75,000; Full time

Job summary

H. T.

PROF Group in Pittsburgh, PA is seeking a polished Operations Coordinator to partner with senior leadership, keep a fast-moving office running smoothly, and handle executive support, recruiting coordination, marketing assistance, and project coordination. You will own calendars, plan travel, prepare reports, assist with onboarding and vendor coordination, maintain CRM data, and help optimize processes across teams.

Qualifications

• 5+ years of experience in operations coordination, executive or administrative support.
• Excellent written and verbal communication with strong proofreading and attention to detail.
• High emotional intelligence and the ability to build productive relationships at all levels.
• A strong sense of ownership, accountability, and follow-through.
• Exceptional organizational skills with the ability to manage competing priorities in a fast-paced, evolving environment.
• A proactive mindset and demonstrated ability to anticipate needs, solve problems, and take initiative.
• Sound judgment and discretion when handling confidential or sensitive information.
• Ability to make independent decisions, recognize when escalation is appropriate, and work effectively with limited oversight.
• Strong proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.
• Experience with Concur or a comparable travel and expense platform.
• Working knowledge of virtual meeting platforms such as Microsoft Teams and Zoom.

Responsibilities

• Provide day-to-day administrative support to senior executives.
• Own complex calendars, meeting schedules, and travel arrangements, proactively resolving conflicts and anticipating changes.
• Coordinate recurring and special meetings, including agendas and materials, catering, logistics, and distribution of information.
• Support travel and expense administration, including backup responsibility for recurring expense reporting.
• Prepare and distribute recurring weekly and monthly reports.
• Handle a variety of administrative projects that support office and business operations.
• Support on-site interview days by welcoming candidates, coordinating schedules, administering on-site assessments, and helping create a professional candidate experience.
• Coordinate employee onboarding and offboarding activities, ensuring required steps are completed accurately and on schedule.
• Communicate employee arrivals and departures to appropriate internal partners and gather technology, access, email coverage, and other transition requirements.
• Maintain accurate CRM information, including business development activity, contact and company records, and industry-related updates.
• Coordinate photography for internal events and business initiatives, including identifying coverage needs, organizing logistics, and collecting final assets.
• Support photoshoots, video productions, promotional projects, conferences, and other marketing initiatives through vendor communication, scheduling, and project coordination.

Skills

Executive support

Calendar management

Travel coordination

Communication

Organization

Problem solving

Microsoft Word

Excel

PowerPoint

Outlook

Concur

Teams or Zoom

Tools

Concur

Word

Excel

PowerPoint

Outlook

WordPress

Teams

Zoom

Job description

Pittsburgh, PA|Reports to: Director of Operations

The Opportunity

Our client is seeking a polished, highly organized Operations Coordinator to serve as a trusted administrative and operational partner to senior leadership while helping keep a busy, fast-moving office running smoothly. This is a highly visible role for someone who enjoys creating order, anticipating needs, managing details, and moving multiple priorities forward without losing sight of the bigger picture.

The position blends executive support, office operations, recruiting coordination, marketing support, business development administration, and project coordination. The right person will be proactive, resourceful, discreet, and comfortable working both independently and collaboratively across teams.

What You'll Do

Executive & Administrative Support

• Provide day-to-day administrative support to senior executives and other key leaders.
• Own complex calendars, meeting schedules, and travel arrangements, proactively resolving conflicts and anticipating changes.
• Coordinate recurring and special meetings, including agendas and materials, catering, logistics, and distribution of information.
• Support travel and expense administration, including backup responsibility for recurring expense reporting.
• Prepare and distribute recurring weekly and monthly reports.
• Handle a variety of administrative projects that support office and business operations.

Recruiting & Employee Support

• Support on-site interview days by welcoming candidates, coordinating schedules, administering on-site assessments, and helping create a professional candidate experience.
• Arrange travel for candidates and incoming employees in partnership with the recruiting team.
• Coordinate employee onboarding and offboarding activities, ensuring required steps are completed accurately and on schedule.
• Communicate employee arrivals and departures to appropriate internal partners and gather technology, access, email coverage, and other transition requirements.
• Prepare onboarding materials and assist with keeping documents and resources current.
• Serve as a first point of contact for routine onboarding questions and coordinate solutions with the appropriate internal resources.

Operations & Process Coordination

• Help maintain and improve administrative and office standard operating procedures, keeping documentation accurate and current.
• Track details, deadlines, and follow-up items across multiple workstreams to ensure projects continue moving forward.
• Identify opportunities to improve organization, communication, and day-to-day administrative processes.

Marketing & Business Development Support

• Coordinate conference travel, event logistics, schedules, and supporting materials while identifying potential conflicts in advance.
• Assist with outside marketing vendors and agency partners by tracking timelines, gathering internal feedback, coordinating approvals, and monitoring deliverables.
• Maintain accurate CRM information, including business development activity, contact and company records, and industry-related updates.
• Compile, proofread, and distribute a recurring internal employee newsletter in partnership with the marketing team.
• Maintain employee biographies and assist with routine website content updates using WordPress.
• Coordinate photography for internal events and business initiatives, including identifying coverage needs, organizing logistics, and collecting final assets.
• Support photoshoots, video productions, promotional projects, conferences, and other marketing initiatives through vendor communication, scheduling, and project coordination.

What You'll Bring

• 5+ years of experience in operations coordination, executive or administrative support, project coordination, or a related role.
• Excellent written and verbal communication skills with strong proofreading and attention to detail.
• High emotional intelligence and the ability to build productive relationships at all levels.
• A strong sense of ownership, accountability, and follow-through.
• Exceptional organizational skills with the ability to manage competing priorities in a fast-paced, evolving environment.
• A proactive mindset and demonstrated ability to anticipate needs, solve problems, and take initiative.
• Sound judgment and discretion when handling confidential or sensitive information.
• Ability to make independent decisions, recognize when escalation is appropriate, and work effectively with limited oversight.
• Strong proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.
• Experience with Concur or a comparable travel and expense platform.
• Working knowledge of virtual meeting platforms such as Microsoft Teams and Zoom.

The Ideal Fit

This role is well suited for someone who enjoys being the person others can count on - someone who notices what needs to happen next, keeps details organized, communicates clearly, and takes pride in helping a team operate at a high level. Success will require flexibility, professionalism, curiosity, and the confidence to manage a broad range of responsibilities in a collaborative environment.