Senior Executive Assistant to Partners | Ops & Strategy

Red Seal Recruiting; Pittsburgh (Allegheny County); On-site; USD 65,000 - 90,000; Full time

Job summary

Red Seal Recruiting Ltd. in the United States seeks a Senior Administrative Assistant to provide high-level support to senior leadership, manage complex calendars, and coordinate travel and expenses. The role is pivotal in day-to-day operations and business development activities.

The ideal candidate will have 6+ years of relevant experience, exceptional organizational skills, and a proactive mindset. Proficiency in MS Office, Concur, and virtual meeting tools is essential in a fast-paced,

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.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.

Skills

Executive support

Calendar management

Travel coordination

Communication skills

Relationship building

Proactive mindset

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Concur

Microsoft Teams

Zoom

Job description

Red Seal Recruiting Ltd. in the United States seeks a Senior Administrative Assistant to provide high-level support to senior leadership, manage complex calendars, and coordinate travel and expenses. The role is pivotal in day-to-day operations and business development activities.

The ideal candidate will have 6+ years of relevant experience, exceptional organizational skills, and a proactive mindset. Proficiency in MS Office, Concur, and virtual meeting tools is essential in a fast-paced,