Executive Assistant

Belcan; Pittsburgh (Allegheny County); On-site; USD 34,000 - 41,000; Full time

Job summary

Belcan is seeking a Senior Executive Administrator to support the CFO and Director of Investor Relations in Pittsburgh. You will manage complex calendars, coordinate meetings across time zones, arrange domestic and international travel, and process expenses.

You’ll support investor relations activities and prepare executive materials. The role requires 5+ years of executive administrative experience, excellent communication, and proficiency with MS Office.

Qualifications

• 5+ years of executive administrative support experience, preferably for senior leaders in finance or investor relations.
• Ability to manage multiple priorities in a fast-paced, confidential environment.
• Strong organizational and time-management skills with attention to detail.
• Excellent written and verbal communication skills.
• Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word).
• Experience coordinating domestic and international travel.

Responsibilities

• Provide high-level administrative and operational support to CFO and Director of Investor Relations.
• Manage complex calendars, coordinate meetings across time zones, and prepare materials.
• Arrange domestic and international travel, and process expenses.
• Support investor relations activities, earnings materials, and executive communications.
• Coordinate office logistics, events, and facilities for executives.
• Maintain confidentiality and assist with process improvements.

Skills

Executive support

Calendar management

Travel coordination

Expense management

Procurement systems

MS Office

Stakeholder management

Confidentiality

Communication

Hybrid work

Tools

Concur

Procurement-to-Pay

Microsoft Office

Job description

Job Title: Senior Executive Administrator - CFO & Investor Relations

Location: Pittsburgh, PA 15272

Duration: 12 Months Contract (Potential temp to perm)

Pay Rate: $25/hr.

Shift Time: 1st shift

Position Summary:

• The Senior Executive Administrator provides high-level administrative and operational support to Chief Financial Officer (CFO), and Director of Investor Relations. This role is responsible for managing complex calendars, coordinating investor and executive activities, arranging domestic and international travel, processing expenses, and supporting critical Investor Relations and Finance initiatives.
• The ideal candidate is highly organized, detail-oriented, proactive, and capable of handling confidential information with professionalism and discretion. This individual will serve as a key partner to senior leadership and interact frequently with internal stakeholders, investors, analysts, and external business partners.

Key Responsibilities:

Executive Support

• Manage complex and frequently changing calendars for senior Finance and Investor Relations leaders.
• Coordinate meetings, conference calls, and executive events across multiple time zones.
• Prepare meeting materials, presentations, agendas, and executive correspondence.
• Support special projects and administrative initiatives for Finance leadership.

Travel and Expense Management

• Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, visa requirements, and detailed travel itineraries.
• Process and reconcile executive expense reports in accordance with company policies.
• Manage invoices and purchase requests through company procurement and payment systems.

Investor Relations Support

• Manage investor conference schedules, analyst meetings, non-deal roadshows, and investor visits to headquarters.
• Coordinate logistics and communications for investor events and earnings-related activities.
• Assist in preparing presentations, briefing materials, spreadsheets, earnings support packages, and executive communications.
• Support interactions with analysts, shareholders, and external stakeholders as directed by the Investor Relations team.

Earnings and Financial Reporting Support

• Assist with the preparation and coordination of quarterly earnings activities.
• Support document compilation, distribution, and administrative coordination for Investor Relations and Finance teams.
• Coordinate with Finance, Audit, Legal, and other internal partners to ensure timely completion of key deliverables.

Office and Facilities Coordination

• Serve as a point of contact for visiting executives, employees, analysts, and investors.
• Coordinate office logistics, workspace moves, supply management, and facility-related requests.
• Support planning and execution of onsite meetings and executive events.

Administrative Operations

• Maintain confidential records and sensitive business information with the highest degree of discretion.
• Identify opportunities to improve administrative processes and organizational effectiveness.
• Provide back-up support for other executive administrative professionals as needed.

Qualifications:

• 5+ years of executive administrative support experience, preferably supporting senior leaders in a corporate, finance, investor relations, or professional services environment.
• Proven ability to manage multiple priorities in a fast-paced environment with limited supervision.
• Strong organizational, planning, and time-management skills.
• Exceptional attention to detail and commitment to accuracy.
• Excellent written and verbal communication skills.
• Advanced proficiency in Microsoft Office Suite, including Outlook, PowerPoint, Excel, and Word.
• Experience coordinating complex domestic and international travel arrangements.
• Ability to exercise sound judgment and maintain strict confidentiality.
• Demonstrated professionalism and strong interpersonal skills when working with executives and external stakeholders.
• Experience with expense management and procurement systems (e.g., Concur, Procurement-to-Pay) preferred.
• Comfortable working in a hybrid work environment.

Preferred Attributes:

• Exposure to Investor Relations, Finance, Accounting, Treasury, or Corporate Governance functions.
• Strong event coordination and executive meeting management experience.
• Highly proactive, resourceful, and solutions-oriented with a strong customer-service mindset.