Executive Administrative Assistant

Overview

Executive Assistant

Pittsburgh, PA

On-site / Hybrid

 

Position Summary 

Executive Assistant II will provide high-level administrative support to members of the C-suite and other high-level leaders. This role is responsible for a wide range of activities, including managing complex schedules, coordinating domestic and international travel and various communications, and coordinating strategic projects. This role is an in-office role supporting our Pittsburgh, PA, office with the potential for occasional remote work flexibility based on schedules and planned activities.  

 

Responsibilities

Essential Functions:

• Anticipate and assess the needs of executives to ensure priorities are met, organizational goals are achieved, and business operations run smoothly. 

• Organize, prioritize and appropriately handle time-sensitive, confidential information and ensure the action required is addressed in a timely manner. 

• Manage executive calendars and schedule meetings. 

• Prepare reports, presentations, and meeting materials. 

• Coordinate travel arrangements, including international travel arrangements. 

• Act as a liaison between executives and internal/external stakeholders. 

• Process/manage expense reports and timesheet submissions and approvals. 

• Attend meetings as requested and compile meeting minutes and action items. 

• Support Board of Directors, Executive Leadership Team, and other executive meetings and all accompanying administrative tasks. 

• Organize team communications and plan events, both internal and off-site. 
• Handle special projects or other duties as needed.

• Oversee daily office operations, including facility management, catering, mail and deliveries, and supply orders. Help maintain a clean, functional, well-stocked, and pleasant office environment.

 

Qualifications

Requirements:

• Must have administrative support experience at the senior executive level or equivalent experience.  

• Must possess expert Microsoft Office skills, including Outlook, Teams, PowerPoint, Word, and Excel. Skills using Microsoft CoPilot and other AI tools is a plus.  

• Must demonstrate a high level of accuracy and strong attention to detail. 

• Ability to juggle multiple critical requests. 

• Ability to maintain confidentiality of information related to the company and its employees.  

• Flexible team player, willing to adapt to changes and unafraid of challenges. 

• Ability to build a strong internal network and communicate effectively with a variety of groups, such as senior management, peers, and external clients. 

• Ability to maintain a positive and professional demeanor under pressure.  

• Accustomed to working in a fast-paced environment. 

• Strong written and verbal communication skills. 

• Excellent time management skills. 

• Occasional overtime and weekend work as required. 

• Occasional travel is required. 

 

About Our Pittsburgh Office: 

• Located in the vibrant and up-and-coming Sharpsburg neighborhood, the newly renovated office is housed in the historic former Fort Pitt Brewing building.  

• Home office for Woolpert’s President & CEO, as well as Woolpert’s innovative Artificial Intelligence development team, Atlas Labs.  

• Walkable to restaurants, coffee shops, and microbreweries. 

• Dedicated free off-street parking.
• Opportunity to help further build and shape a strong office and culture as we grow.  

 

 

Unique Benefits

Certified as a Great Place to Work®, Woolpert is one of the fastest growing architecture, engineering, and geospatial (AEG) companies in the world. With over 60 offices and countless projects around the globe, Woolpert makes a real difference at home and abroad. In addition to offering competitive pay, we provide employees with a robust set of unique benefits, including:

• Diverse experiences: Work on meaningful projects that improve quality of life around the world.
• Freedom to work program: Set your own schedule and location (as appropriate).
• Principal program: Earn the opportunity to become an owner of the firm.
• Unlimited vacation: Take time off when it makes sense for you.
• Career development: Explore a wide range of learning and growth opportunities within and across i