Executive Admin & Operations Coordinator

H.T. Prof Executive Search

Pittsburgh, Northern (Allegheny County, KY)

Hybrid

USD 60,000 - 75,000

Full time

14 days+

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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.