Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support daily operations and provide high-level coordination for agency leadership in Pittsburgh, Pennsylvania. This onsite role is a contract-to-hire position and offers the opportunity to work closely with internal teams, community stakeholders, and external partners to keep administrative, reporting, and scheduling activities running smoothly. The ideal candidate brings strong organization, sound judgment, and the ability to manage multiple priorities in a detail-oriented and service-oriented environment.

Location: Pittsburgh, PA (Onsite)

Schedule: Full-time, Monday-Friday, 8:00 AM-5:00 PM

Type: Contract-to-Hire

Pay: $21.50-24

Responsibilities:

• Coordinate administrative activities for executive leadership, helping maintain productive communication with staff, board members, community organizations, vendors, clients, volunteers, and the public.

• Organize meeting schedules, calendar activity, and logistics for board and committee sessions while supporting clear follow-up and information flow between leadership and participants.

• Create and maintain orderly digital and physical filing practices to ensure documents are accessible, current, and shared efficiently across the organization.

• Track program information through internal data systems and prepare reports, summaries, and outcome-focused materials that highlight service impact.

• Oversee donor records and support engagement efforts by improving processes that strengthen communication and encourage continued participation.

• Assist with financial administration by helping process contracts, invoices, and related documentation in support of routine business operations.

• Provide coordination for program-related events, advisory groups, public meetings, and other organizational activities as needed.

• Carry out additional administrative and operational assignments requested by executive leadership to support agency goals.

Qualifications:

• Demonstrated strength in verbal and written communication, relationship building, and customer service.

• Strong organizational skills with the ability to manage competing priorities and meet deadlines with minimal supervision.

• Ability to work independently and interact effectively with individuals from a wide range of backgrounds and communities.

• Sound analytical thinking and problem-solving skills in a fast-moving work environment.

• Proficiency with Microsoft Office applications and other standard administrative software tools.

• Reliable transportation and a valid Pennsylvania driver’s license; access to a personal vehicle is preferred.

• Flexibility to support occasional evening and weekend commitments.

• Bachelor’s degree is preferred; equivalent relevant experience will also be considered.