Executive Meeting & Logistics Assistant

Wabtec; Pittsburgh (Allegheny County); On-site; USD 57,308,000 - 63,039,000; Full time

Benefits offered by this job

Health benefits

Retirement plan

Job summary

Wabtec is seeking a Logistics Assistant to support the HQ office with administrative and logistical needs for meetings and related duties. You will report to the Executive Assistant and contribute to smooth facility operations.

Ideal candidates are proficient in Microsoft Office, highly organized, detail oriented, and proactive. The role includes calendar checks, meeting setup, coffee service, mail handling, and stock management in a dynamic office environment.

Qualifications

• Proficient in Outlook, Word, Excel, PowerPoint.
• Detail oriented and accurate.
• Strong organizational skills.
• Proactive and self-motivated with flexibility.
• Demonstrates integrity and professionalism when working with employees, customers and executives.

Responsibilities

• Check calendars the night before to know which meetings occur the next day.
• Prepare for the day’s meetings by reviewing the Admin Planning Calendar.
• Coordinate with the Executive Assistant for HQ meetings.
• Prepare and maintain coffee service and brew coffee for designated locations.
• Clean and upkeep coffee stations and service areas.
• Create, distribute, and retrieve meeting signage around the facility.
• Stock snacks, mini-fridges, and meeting room supplies.
• Set up meeting rooms according to requirements and assist with readiness.
• Coordinate catering deliveries to meeting spaces.
• Assist reception with mail processing and distribution.
• Move materials, equipment and supplies before and after meetings and events.
• Distribute mail items to employees and departments promptly.
• Deliver FedEx packages to the first-floor processing area.
• Monitor and report replenishment needs for office supplies.
• Receive, organize, and stock incoming supplies; maintain inventory levels.
• Maintain a clean and organized supply room.
• Replenish copy paper and toner at office copiers.
• Stock kitchenette areas and keep them supplied.
• Refill napkin holders in cafeteria and common areas.
• Provide general administrative and operational support as needed.
• Assist with special projects and other duties to support facility operations.

Skills

Microsoft Office

Attention to detail

Organizational skills

Proactive

Integrity

Tools

Microsoft Office suite

Job description

Wabtec is seeking a Logistics Assistant to support the HQ office with administrative and logistical needs for meetings and related duties. You will report to the Executive Assistant and contribute to smooth facility operations.

Ideal candidates are proficient in Microsoft Office, highly organized, detail oriented, and proactive. The role includes calendar checks, meeting setup, coffee service, mail handling, and stock management in a dynamic office environment.