Senior Executive Assistant to Partners — Strategic Admin

Confident Search Consultants; Pittsburgh (Allegheny County); On-site; USD 60,000 - 90,000; Full time

Job summary

Confident Search Consultants is seeking a Senior Administrative Assistant to support senior leadership at a fast-moving investment firm. This role blends executive support with day-to-day operations, requiring a proactive and organized professional who can manage calendars, travel, and communications.

The ideal candidate has 6+ years of administrative or EA experience, exceptional professionalism, and strong written and verbal communication skills.

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.

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

Relationship management

Problem solving

Discretion

Microsoft Office

CRM experience

Concur

Tools

Concur

Microsoft Teams

Zoom

Outlook

Excel

PowerPoint

Job description

Confident Search Consultants is seeking a Senior Administrative Assistant to support senior leadership at a fast-moving investment firm. This role blends executive support with day-to-day operations, requiring a proactive and organized professional who can manage calendars, travel, and communications.

The ideal candidate has 6+ years of administrative or EA experience, exceptional professionalism, and strong written and verbal communication skills.