Operations Coordinator & Executive Support Lead

Top Echelon LLC; Pittsburgh, Northern (Allegheny County, KY); Hybrid; USD 55,000 - 76,000; Full time

Job summary

Keystone Distinction Group is seeking an organized Operations Coordinator to partner with senior leadership and keep a fast-paced office running smoothly. The role blends executive support, office operations, recruiting coordination, marketing support, and project coordination, requiring discretion and independence.

The ideal candidate excels at creating order, managing details, and moving multiple priorities forward while collaborating across teams.

Qualifications

• 5+ years of experience in operations coordination or related roles.
• Excellent written and verbal communication with proofreading and attention to detail.
• High emotional intelligence and ability to build relationships at all levels.
• Strong ownership, accountability, and follow-through.
• Excellent organizational skills; ability to manage multiple priorities in a fast-paced environment.
• Discretion when handling confidential information and ability to work with limited oversight.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook; familiarity with Concur or travel/expense platforms.
• Experience with virtual meeting platforms such as Teams and Zoom.

Responsibilities

• Provide day-to-day administrative support to senior executives and leaders.
• Own complex calendars, meeting schedules, and travel arrangements; resolve conflicts and changes.
• Coordinate recurring and special meetings, agendas, materials, catering, logistics, distribution.
• Support travel and expense administration, including expense reporting.
• Prepare and distribute recurring weekly and monthly reports.
• Handle a variety of administrative projects for office and operations.
• Support on-site interview days, schedules, and onboarding activities.
• Maintain CRM information and support marketing/vendor coordination.
• Coordinate onboarding/offboarding and communicate transitions to internal partners.

Skills

Executive support

Calendar management

Travel arrangements

Cross-functional collaboration

Microsoft Office

Concur (travel & expense)

Vendor & marketing support

Tools

Microsoft Office Suite

Concur

Zoom/Teams

WordPress

Job description

Our client, a highly successful and growing investment firm, is seeking an experienced Senior Administrative Assistant to join its team. This is a highly visible position supporting senior leadership while also playing an important role in the day-to-day operations of the organization.

This opportunity is ideal for an accomplished administrative professional who enjoys being at the center of a fast-moving business. The successful candidate will be organized, personable, proactive, and comfortable balancing executive support with a variety of operational, business development, and office-related responsibilities.

The environment is collaborative and results-driven, with a strong emphasis on professionalism, relationships, accountability, and teamwork.

Key Responsibilities

Executive & Administrative Support

• Provide high-level administrative support to Partner-level and senior leadership.
• Manage complex calendars, meetings, appointments, and scheduling priorities.
• Coordinate domestic travel arrangements and develop detailed itineraries.
• Anticipate scheduling conflicts, changing priorities, and leadership needs to keep activities running smoothly.
• Communicate professionally with internal team members, executives, clients, vendors, and other external stakeholders.
• Prepare reports, correspondence, presentations, and other materials as needed.

Meetings & Office Coordination

• Coordinate recurring and ad hoc meetings, including scheduling, preparation and distribution of materials, catering, and other meeting logistics.
• Help ensure conference rooms, common areas, and office supplies are appropriately maintained and stocked.
• Coordinate incoming supplies, deliveries, and other office-related needs.
• Provide reception coverage and assist with general administrative and clerical responsibilities as needed.

Travel & Expense Management

• Coordinate travel schedules and prepare comprehensive itineraries for senior team members.
• Assist with expense reporting and reconciliation, including serving as backup for recurring expense-reporting responsibilities.
• Maintain accurate documentation related to travel and business expenses.

Business Development & Marketing Support

• Assist with CRM administration, data maintenance, and related business development activities.
• Support onboarding initiatives and internal communications.
• Assist with the preparation and distribution of internal newsletters and other firm communications.
• Provide administrative support for special projects and business development initiatives.

Correspondence & Special Projects

• Coordinate important mailings, including certified correspondence, tax-related filings, distributions, and notifications.
• Maintain organized records and ensure time-sensitive materials are processed accurately.
• Support operational and strategic initiatives designed to improve efficiency across the organization.
• Take ownership of special projects and additional responsibilities as business needs evolve.

Qualifications

• 6+ years of administrative, executive assistant, or comparable professional experience.
• Demonstrated experience supporting senior-level executives or leadership teams.
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
• Strong written and verbal communication skills.
• Highly professional with strong interpersonal skills and the ability to build relationships at all levels.
• Proactive mindset with the ability to anticipate needs, identify potential issues, and develop solutions.
• Strong attention to detail and a high level of personal accountability.
• Resourceful, dependable, and comfortable working both independently and as part of a collaborative team.
• Ability to maintain discretion and professionalism when handling sensitive or confidential information.
• Comfortable working in a fast-paced, growing, and evolving organization.
• Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.
• Experience with Concur or a comparable travel and expense management platform preferred.
• Comfortable using virtual meeting and conferencing platforms, including Microsoft Teams and Zoom.

The Ideal Candidate

The ideal candidate is more than someone who simply manages calendars and completes administrative tasks. Our client is looking for a proactive, polished professional who sees what needs to be done and takes ownership of making it happen.

This individual will thrive in an environment where priorities can shift quickly, attention to detail matters, and exceptional service is expected. Someone who enjoys supporting senior leaders, building strong working relationships, solving problems, and contributing to the overall effectiveness of a growing organization will find this to be an excellent opportunity.