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Executive Assistant

Nov 03, 2021 12:58 pm
Pittsburgh, PA, USA
Administrative
Full-time
Salary: $50,000-$60,000 based on experience

Summary

The Personal Assistant to the CEO main responsibility is to support the CEO with all aspects of the business including, but not limited to, scheduling meetings, making presentations, and communication on behalf of the CEO.  The Personal Assistant performs a variety of highly responsible, confidential and complex secretarial and administrative duties for the CEO.

Essential Duties

  • Preparing documents and reports for meetings.
  • Performs a broad range of professional and personal administrative support duties to ensure that the office and related work are being managed timely, efficiently and effectively.
  • Organizes and prioritizes large volumes of confidential information.
  • Handles calls and correspondence on behalf of the CEO and ensuring that the CEO is kept up-to-date.
  • Arranges company dinners and other corporate functions.
  • Answers questions and meeting requests directed to the CEO.
  • Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans.
  • Creates and maintains database and spreadsheet files.
  • Writing memos, emails, letters, reports and applications as requested.
  • Arranging meetings, preparing agendas and organizing calendars.
  • Attending and keeping accurate minutes at all meetings that the CEO must attend or cannot attend.
  • Maintains CEO’s calendar and manages his schedule, including scheduling appointments, prioritizing and coordinating meetings and assist with travel arrangements.
  • Prepares CEO for meetings by assisting with preparation of materials.
  • Researching, filing and photocopying as required.
  • Exercises independent judgement in relieving the CEO of administrative details and performs a wide variety of administrative and secretarial services; routes calls or answers questions and handles general requests for information as appropriate.
  • Reviews and coordinates mail and/or documents for signatures.
  • Assists in the formatting, preparation and proof-reading of documents for internal and external reports and other related documents.
  • Other duties as assigned.

Skills Required

  • Proficient in MS Office Suite.
  • Excellent communication and customer relations skills.
  • Ability to maintain a professional image and be the face of the company.
  • Strong oral and written communication skills.
  • Ability to maintain confidentiality at all times.
  • Solid documentation skills.
  • Must be highly organized – demonstrated success managing multiple tasks with laser focus on detail as well as proven experience with ability to establish and meet objectives on time.
  • Ability to be productive autonomously and in a team environment with minimal supervision.
  • Self-motivated and highly dependable.
  • High level of energy and professionalism.
  • Ability to prioritize tasks for self and CEO.
  • Strong drive and will to succeed.
  • Ability to thrive in a fluid environment with changing deadlines and priorities.

Experience

  • Prior experience in an Personal Assistant position, supporting C-Suite level professionals.
  • Prior project management experience.
  • MS Office Proficiency.
  • Bachelor’s degree in Business, Organizational Leadership or related field.
  • Negotiation Skills.

Required Education

High School Diploma

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    Petrosoft is an equal opportunity employer and is pleased to offer a very competitive benefits plan.

    Health Insurance
    Dental Insurance
    Vision Insurance
    Flexible Spending
    Account
    401(k) Plan
    Guaranteed $20,000 Life Insurance
    6 Holidays
    13 Days PTO
    Short/Long Term Disability Insurance
    EAP Program
    Voluntary Life Insurance
    Travel Discount Program
    Commission Program