Senior Executive Assistant to Partners | Travel & Ops

CareerNerds, LLC; Pittsburgh (Allegheny County); On-site; USD 54,000 - 70,000; Full time

Job summary

CareerNerds, LLC is seeking a Senior Administrative Assistant to support Partner-level leadership and day-to-day operations. The role blends executive assistance with office management, meetings, travel planning, and business development tasks in a fast-paced environment.

The ideal candidate has 6+ years of experience, exceptional organization, and strong communication skills, with proficiency in MS Office, Concur, and virtual meeting platforms.

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.
• Experience with Microsoft Word, Excel, PowerPoint, and Outlook.
• Experience with Concur or a comparable travel and expense management platform preferred.
• Comfortable using virtual meeting 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 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 meetings, prep materials, catering, and logistics.
• Maintain conference rooms, common areas, and office supplies.
• Coordinate travel schedules and prepare itineraries for senior team members.
• Assist with expense reporting and reconciliation, including backup for recurring responsibilities.
• Maintain documentation related to travel and business expenses.
• Assist with CRM administration and related business development activities.
• Support onboarding initiatives and internal communications.
• Assist with newsletters and firm communications.
• Provide administrative support for special projects and business development initiatives.
• Coordinate important mailings, filings, distributions, and notifications.
• Maintain records and time-sensitive materials.

Skills

Administrative excellence

Executive support

Calendar management

Travel coordination

Expense reporting

CRM administration

Communication skills

Interpersonal skills

Discretion & confidentiality

MS Office (Word, Excel, PowerPoint,Out

Tools

Concur

Microsoft Teams

Zoom

Job description

CareerNerds, LLC is seeking a Senior Administrative Assistant to support Partner-level leadership and day-to-day operations. The role blends executive assistance with office management, meetings, travel planning, and business development tasks in a fast-paced environment.

The ideal candidate has 6+ years of experience, exceptional organization, and strong communication skills, with proficiency in MS Office, Concur, and virtual meeting platforms.