Senior Executive Assistant to Partners | Travel & Calendars

Aspire Talent Solutions; Pittsburgh (Allegheny County); On-site; USD 60,000 - 85,000; Full time

Job summary

Aspire Talent Solutions client seeks a Senior Administrative Assistant to support Partner-level leadership and handle critical day-to-day operations in a fast-growing investment firm.

You will manage calendars, coordinate travel, prepare reports and presentations, assist with business development tasks, and maintain discretion with confidential information in a professional, collaborative environment.

Qualifications

• 6+ years of administrative, executive assistant, or comparable professional experience.
• Experience supporting senior-level executives or leadership teams.
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Very 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 able to work independently or in a team.
• Discretion and professionalism when handling sensitive information.
• Comfortable in a fast-paced, growing organization; proficient in MS Office and travel/expense tools.

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 and leadership needs to keep activities running smoothly.
• Communicate professionally with internal team members, executives, clients, vendors, and other stakeholders.
• Prepare reports, correspondence, and presentations as needed.
• Coordinate recurring and ad hoc meetings, including materials and logistics.
• Maintain office supplies and reception coverage as needed.
• Coordinate travel schedules and prepare comprehensive itineraries for senior team members.
• Assist with expense reporting and reconciliation, including backup responsibilities.
• Maintain accurate documentation related to travel and expenses.
• Assist with CRM administration, data maintenance, and business development activities.
• Support onboarding initiatives and internal communications.
• Assist with internal newsletters and firm communications.
• Provide administrative support for special projects and BD initiatives.
• Coordinate important mailings, including certified correspondence and filings.
• Maintain organized records and time-sensitive materials.
• Support operational and strategic initiatives to improve efficiency.
• Take ownership of special projects and additional responsibilities as needed.

Skills

Executive support

Calendar management

Travel planning

Communication

Multitasking

Discretion

Relationship building

Attention to detail

Independent worker

Professionalism

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Concur

Microsoft Teams

Zoom

Job description

Aspire Talent Solutions client seeks a Senior Administrative Assistant to support Partner-level leadership and handle critical day-to-day operations in a fast-growing investment firm.

You will manage calendars, coordinate travel, prepare reports and presentations, assist with business development tasks, and maintain discretion with confidential information in a professional, collaborative environment.