Executive Assistant to the CCO & Office Coordinator

Coppola Concierge LLC; Pittsburgh (Allegheny County); In loco; USD 60.000 - 80.000; Tempo pieno

Vantaggi offerti da questo lavoro

Medical insurance

401(k) with employer match

Paid time off

Catered in-office lunches

Transit benefits

Descrizione del lavoro

Coppola Concierge LLC in Pittsburgh is seeking an Executive Assistant to provide dedicated support to the CCO and coordinate daily office operations. This full-time, in-office role manages calendars, emails, travel, meetings and client visits while ensuring a professional, organized Pittsburgh office.

The successful candidate will handle confidential information, support HR tasks, onboarding and maintain accurate records, reporting to the CCO with discretion and professionalism.

Competenze

• High school diploma or equivalent required.
• Bachelor’s/associate degree preferred in business, HR, or related field.
• Experience supporting a senior executive is a plus.
• Experience with calendars, emails, meetings, travel, and competing priorities.

Mansioni

• Manage the CCO’s calendar, appointments and scheduling priorities.
• Monitor and organize the CCO’s email inbox and follow-ups.
• Arrange business travel including flights, hotels and transportation.
• Coordinate client visits, meetings and events and supporting materials.
• Prepare documents and assist with expense reports and projects.
• Handle confidential information with discretion.

Conoscenze

Calendar management

Organizational skills

Time management

Discretion with confidential info

Communication skills

Customer service

Formazione

High school diploma or equivalent

Associate’s or bachelor’s degree in business administration or related field

Strumenti

Microsoft Office

Paylocity

Salesforce

Descrizione del lavoro

Schedule: Full-time, in-office, Monday–Friday, 8:00 a.m.–5:00 p.m.

Compensation: $60,000–$80,000 annually, based on experience

Company Overview

Employer provides comprehensive managed mobility services to corporate clients with fleet mobile-device needs. Employer works directly with carriers to help companies with field employees improve operational efficiency, reduce costs and increase employee satisfaction through superior mobile-device management.

Position Summary

Employer is seeking a highly organized, polished and proactive Executive Assistant to provide dedicated support to the CCO while coordinating the day-to-day operations of the company’s Pittsburgh office.

This position combines executive support, office coordination and basic human-resources administration. The successful candidate will manage the CCO’s calendar, inbox, travel arrangements, meetings and client visits while ensuring the Pittsburgh office remains organized, professional and prepared for employees, clients and guests.

This position reports directly to the CCO and provides executive support exclusively to the CCO unless otherwise directed.

Key Responsibilities

Executive Support

• Manage the CCO’s calendar, appointments, meetings and scheduling priorities.
• Monitor and organize the CCO’s email inbox, flagging time-sensitive matters and coordinating follow-up.
• Arrange business travel, including flights, hotels, transportation, reservations and itineraries.
• Coordinate client visits, internal meetings and business functions, including conference rooms, catering and supporting materials.
• Prepare documents, track action items and assist with expense reports and special projects.
• Handle confidential client, employee and company information with professionalism and discretion.

Pittsburgh Office Coordination

• Oversee daily office operations and maintain a professional, organized and client-ready workplace.
• Serve as the primary point of contact for employees, visitors, candidates, vendors and service providers.
• Coordinate office supplies, snacks, equipment, incoming mail and recurring workplace needs.
• Organize Monday office lunches, meeting catering and company culture events.
• Manage conference-room scheduling and coordinate office maintenance with building management and outside vendors.
• Support administrative and operational projects assigned by the CCO.

Human Resources and Recruiting Support

• Assist with posting approved job openings, initial candidate screenings, interview scheduling and candidate communication.
• Coordinate approved offer documentation, background checks and pre-employment requirements.
• Support new-hire onboarding, paperwork, benefit enrollment and employee gift delivery.
• Maintain accurate employee records and documentation within Paylocity.
• Assist with routine HR reporting and administrative requests while maintaining strict confidentiality.

This position provides administrative HR support and does not independently determine compensation, employment terms, company policy or employment decisions.

QualificationsRequired

• High school diploma or equivalent.
• Two to four years of experience in executive support, office administration, human-resources administration or a comparable professional role.
• Experience managing calendars, email correspondence, meetings, travel and competing priorities.
• Excellent organizational, time-management and follow-through skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Word, Excel, Outlook and PowerPoint.
• Professional presence and strong client-service skills.
• Sound judgment and the ability to handle confidential information appropriately.
• Ability to work full-time from employer’s Pittsburgh office, Monday through Friday, from 8:00 a.m. to 5:00 p.m.

Preferred

• Associate’s or bachelor’s degree in business administration, human resources or a related field.
• Previous experience supporting a senior executive.
• Experience with Paylocity or another HRIS platform.
• Familiarity with Salesforce and learning-management systems.
• Experience coordinating client visits, executive travel and office events.

Benefits

Employer is proud to offer employees a comprehensive benefits package that includes:

• Medical, dental and vision insurance
• Fully funded Health Reimbursement Arrangement with medical-plan enrollment
• Monthly wellness reimbursement
• Employer-paid disability, life and AD&D insurance
• Employer-paid Employee Assistance Program
• 401(k) plan with employer match and immediate vesting
• Paid time off, flexible time off and paid sick leave
• Eleven paid holidays annually
• Paid parental, pregnancy, childbirth and compassionate leave
• Three-week paid sabbatical after five years of employment
• Optional pet insurance
• Twelve complimentary Uber rides annually
• Catered in-office lunches
• Additional company-sponsored benefits and programs

Equal Employment Opportunity

Employer is an equal opportunity employer and prohibits discrimination or harassment on the basis of race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by applicable federal, state or local law.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position