Office and Project Assistant

amazing kids; Pittsburgh, Northern (Allegheny County, KY); Hybrid; USD 42,000 - 65,000; Full time

Benefits offered by this job

Medical and Prescription insurance

Dental and Vision insurance

Paid Time Off

Holidays

Job summary

The Children’s Institute of Pittsburgh is seeking an Office and Project Assistant to support executive-level scheduling, meeting logistics, and day-to-day office management. This full-time onsite role splits time between core office operations and assisting project teams, coordinating with leadership and external partners while maintaining confidentiality and professionalism.

You will need a high school diploma (associate or bachelor’s preferred), strong MS Office skills, and the ability to

Qualifications

• HS Diploma required; Associate or Bachelor's degree preferred.
• 1-3 years of experience in office administration or related role.
• Strong time management and multitasking in a fast-paced environment.
• Proficient in MS Office Suite (Outlook, SharePoint, Teams, Word, Excel) and Adobe Pro.
• Clearances: Act 73 FBI, Act 34 Criminal Clearance, Act 33 Child Abuse Clearance

Responsibilities

• Assist in complex scheduling for the COO and SLT members, coordinating with CEO and external partners.
• Handle logistics of meetings: space, guest pre-registration, catering, A/V equipment.
• Assist with tracking project progress and coordination of resources for assigned projects.
• Assist with reconciling expense reports for admin leaders monthly.
• Monitor inventory and order office and breakroom supplies for cost-effectiveness.

Education

HS Diploma

Associate or Bachelor's degree preferred

Tools

MS Office

Outlook

SharePoint

Teams

Excel

Adobe Pro

Job description

At The Children’s Institute of Pittsburgh, we’ve built our legacy on being amazing. After more than a century of the highest quality care and service to children and their families, we’re forever proud of our team members who don’t just make a career here – they make a difference.

Job Title: Office and Project Assistant

Location: 1405 Shady Ave., Pittsburgh, PA 15217

Schedule: Monday – Friday, Full Time, Onsite

The Office and Project Assistant supports the organization with a variety of administrative tasks and general office management day-to-day functions. This team member is self-motivated, and professional individual who can handle multiple tasks, work independently with little supervision, maintain confidentiality with sensitive information, and be adaptable to changing environments.

The Office and Project Assistant is split between core office management tasks and direct project task completion. Priorities and percentage of time spent in each of these two areas of support will be determined by executive office initiative priorities and with collaboration of the Executive Projects Manager. This individual must be capable of working with leadership in a team environment and must be able to interact pleasantly and competently with all levels within the organization and with consumers and external stakeholders.

Responsibilities

• Assist in complex scheduling for the COO as well as other Senior Leadership Team (SLT) members as needed, to align availability among themselves, as well as the CEO and COO and external partners while prioritizing requests, resolving conflicts, and coordinating with staff with professionalism and discretion.
• Responsible for handling logistics of meetings such as securing meeting space, pre-registering external guests, catering, audio/visual equipment, and other meeting needs.
• Act as an assistant to the Executive Projects Manager and the SLT Project Sponsor of any project this role is assigned to by tracking project progress, completing various task action items as assigned, assisting with coordinating internal and external resources, and assisting with creation of deliverables.
• Assist with reconciling expense reports for admin leaders each month and themselves.
• Monitor inventory, order office and breakroom supplies for the Admin Suite while taking initiative for cost-effectiveness and reduce waste.

Qualifications

• HS Diploma required, Associate or bachelor's degree preferred, or equivalent combination of education and experience.
• 1-3 years of proven experience in office administration, project coordination, or a similar support role.
• Exceptional time management and prioritization skills with the ability to multitask in a fast-paced environment. Ability and comfort in working with both high-level scope and small details.
• Advanced proficiency in Microsoft Office Suite, particularly Outlook, SharePoint, Teams, Word, and Excel as well as Adobe Pro. Demonstrates proficiency with standard office equipment, including copiers and printers, with the ability to perform routine troubleshooting such as clearing jams and replacing toner.
• Strong verbal and written communication skills; confident interacting with internal and external stakeholders, including executive leadership.
• Clearances Required: Act 73 FBI, Act 34 Criminal Clearance, and Act 33 Child Abuse Clearance

Benefits Summary

We're proud to offer generous benefits to our team members. Regular full-time team members are eligible for the following benefits:

• Medical and Prescription insurance-Choice of two health plans and networks
• Dental and Vision-Free coverage for team members.
• Paid Time Off (PTO) and Holidays
• Medical, Bereavement, Educational, & Personal Leaves
• Parental leave (birth & adoption) paid-6 weeks
• 403b Retirement Plan – pre-tax & Roth options; employer match after 1 year
• Student Loan Refinancing Program
• Public Service Loan Forgiveness Program – CI qualifies as non-profit
• Education Assistance/Tuition Reimbursement
• Professional Development/CEU’s
• Life and Short- & Long-Term Disability insurance
• Credit Union
• Team Member Recognition Events
• Referral bonus
• CPR-employer paid

The Children's Institute of Pittsburgh is an Equal Opportunity Employer. We serve a diverse population of children and families, and we want our workforce to reflect that same diversity. We want all interested individuals to feel welcome in applying for a career at our amazing place – we can't wait to meet you!

The Children's Institute does not exclude, deny benefits to, or otherwise discriminate against any person on the basis of race, color, national origin, religious creed, AIDS or HIV status, disability, ancestry, age, gender, sexual orientation, gender identity or expression, genetic information, marital status, union membership, or veteran/military status in employment.