Job title: Administrative Assistant/Executive Office
Company: Pittsburgh Cultural Trust
Job description: The Administrative Assistant, Executive Office provides administrative support to the President & CEO and Executive Office. The role requires exceptional organizational habits, strong communication skills, sound judgement, and the ability to work productively in a fast-paced, dynamic environment. Adaptable and reliable, this professional effectively manages the President & CEO’s complex calendar and supports the smooth overall operation of the Executive Office.Knowledge, Skills & Experience Required:
Education: Associate degree in business or related field preferred
Work Experience: 5-10+ years of experience as executive assistant, office administrator, or similar role.
Supervisory Experience: No supervisory experience required
Technical Skills: Proficiency in Microsoft Office suite required (especially Outlook, Teams, PowerPoint, Word, and Excel). Comfort and competence in learning new software programs is required.
Intangibles: This team player must demonstrate professionalism, discretion, and high ethical standards with confidential business matters. The Administrative Assistant must be comfortable and flexible in a fast-paced environment with competing priorities, maintain a positive and collaborative approach with colleagues, and confidently represent the Executive Office with great interpersonal communication.Essential Functions:President & CEO Calendar Management & Administrative Support
- Manage the President & CEO’s calendar including coordinating internal and external meetings.
- Conduct weekly and bi-weekly reviews of the President & CEO’s calendar, in collaboration with Executive Office colleagues, to anticipate and resolve scheduling challenges.
- Follow up on emails and calls received or forwarded from the President & CEO to provide pertinent updates, gather more information, schedule meetings, etc.
- Manage the President & CEO’s business expenses including monthly credit card reconciliations, check requests, reimbursement processing, and more.
- Book occasional travel arrangements as directed by the President & CEO.
- Track event attendance and coordinate ticketing needs through industry portal.
- Maintain systems for file organization according to organizational standards, ensuring consistency and confidentiality.
Executive Office & Strategic Communications Administrative Support
- Collaborate with Sr. Dir. of Strategic Communications & Special Advisor to the President to prepare meeting briefings and talking points, synchronized with calendar appointments.
- Update PowerPoint slides for meeting presentations, panel discussions, etc. and traffic files with external meeting organizers (graphic design managed by Marketing Dept.).
- Assist communications team with daily media monitoring and tagging/filing media coverage.
- Assist in progress tracking, including cross-departmental special projects.
- Support the Office & Executive Projects Manager on Board of Trustees meeting coordination.
- Perform other responsibilities as assigned.
Supervisory responsibility: This position does not have supervisory responsibility.
Decision-making responsibility: The Administrative Assistant exercises discretion regarding the President & CEO’s schedule and contacts.
Budgetary responsibility: This position does not manage any line items in the budget.
Strategic responsibility: The Administrative Assistant provides insight to manage timing and logistics of stakeholder relationships and calendar management.
Reporting requirements: This position does not have regular reporting requirements; however, the Administrative Assistant provides reporting as requested regarding activities of the Executive Office.
Travel requirements: Limited travel (less than 5%) is required for this position.
Physical demands: This position involves mainly office work – occasional lifting up to 20-30 lbs. may be required. The individual should be able to sit and/or view a computer screen for extended periods of time.Salary: Salary range starts at $47,000.The Pittsburgh Cultural Trust is an equal opportunity employer. All applicants are considered for employment without attention to race, color, age, religion, sex, sexual orientation, gender identity, ethnicity, national origin, veteran, or disability status.
Employees are expected to be able to perform the essential duties and responsibilities of this position, with or without job modification/reasonable accommodation. If an employee believes a job modification/reasonable accommodation is needed, please contact Human Resources so that a review can be conducted. The Pittsburgh Cultural Trust strives to comply with the accommodation provisions of the Americans with Disabilities Act, Title VII of the Civil Rights Act, the Pregnant Workers Fairness Act, and other related federal, state, and local laws.Powered by JazzHR
Expected salary: $47000 per year
Location: Pittsburgh, PA
Job date: Fri, 31 Oct 2025 05:44:44 GMT
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