Executive Administrative Assistant

Best in Recruiting; Pittsburgh (Allegheny County); On-site; USD 60,000 - 90,000; Full time

Job summary

Best in Recruiting is seeking an experienced Executive Administrative Assistant to support our CEO and senior leadership. This critical role partners with the executive team in a fast-paced, innovative environment to transform discussions into concrete action.

You will manage calendars, coordinate meetings and travel, prepare executive-level materials, and safeguard confidential information while supporting strategic initiatives and sponsor relations.

Qualifications

• Proven experience supporting senior executives or leadership teams in fast-paced environments.
• Strong organizational skills and the ability to manage changing priorities and complex schedules.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency with Microsoft Office suite and collaboration tools.
• Ability to handle confidential information with discretion.
• Flexibility to support occasional travel and varied schedule demands.

Responsibilities

• Manage complex calendars, coordinate meetings, prioritize tasks, and arrange travel with foresight and efficiency.
• Prepare concise and confidential summaries of discussions, decisions, and action items from meetings.
• Track leadership commitments and deadlines to keep initiatives on course.
• Prepare polished PowerPoint presentations, reports, and correspondence for executive audiences.
• Coordinate with executives, clients, government officials, vendors, and external partners.
• Organize multiple projects and strategic initiatives with aligned priorities and deliverables.
• Anticipate needs and handle sensitive information with exceptional judgment and discretion.
• Support special projects and adapt to evolving business requirements.

Skills

Executive support

Calendar management

Travel coordination

Communication

Discretion

Meeting preparation

Education

Bachelor's degree (or equivalent)

Tools

Microsoft PowerPoint

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft Teams

Job description

Join a dynamic organization where your organizational mastery and proactive mindset will empower senior leadership to thrive and drive impactful change. As an integral part of the executive team, you’ll play a crucial role in transforming discussions into action, supporting strategic initiatives, and ensuring seamless operations.

Overview

We are seeking an experienced Executive Administrative Assistant to support our client's CEO and senior leadership. This is more than an administrative role—it's an opportunity to be a trusted partner in a fast-paced, innovative environment.

Key Responsibilities

• Manage complex calendars, coordinate meetings, prioritize tasks, and arrange travel with foresight and efficiency.
• Participate in key internal and external meetings, preparing concise and confidential summaries of discussions, decisions, and action items.
• Track leadership commitments and deadlines, ensuring initiatives stay on course.
• Prepare polished PowerPoint presentations, reports, and correspondence tailored for executive-level audiences.
• Coordinate effectively with executives, clients, government officials, vendors, and external partners, representing leadership professionally.
• Organize multiple projects and strategic initiatives, keeping information, priorities, and deliverables aligned.
• Anticipate needs and handle sensitive information with exceptional judgment and discretion.
• Support special projects and perform related duties to meet evolving business requirements.

Must-Have Qualifications

• Proven experience supporting senior executives or leadership teams in fast-paced environments.
• Strong organizational skills, with the ability to manage changing priorities and complex schedules.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency in Microsoft PowerPoint, Excel, Word, Outlook, and Teams.
• Ability to handle confidential information with discretion.
• Bachelor’s degree in business administration, communications, management, or similar; equivalent experience considered.
• Flexibility to support occasional travel and schedule demands.

Nice-to-Have Skills

• Experience with government contracts and proposals
• Analytical judgment and problem-solving skills, with a proactive approach to challenges.

Ready to make an impact supporting a visionary leadership team?