Executive Assistant

About Us

We are a high-performance, purpose-driven organization that has been named a Top Workplace by the Pittsburgh Post-Gazette for nine consecutive years, including two #1 finishes. Our success is rooted in a strong, humble, accountable and result driven culture.

As our business continues to scale, we're looking for a highly capable Executive Assistant to support the President and leadership team. This is a critical role that will enhance focus, reduce distractions, and elevate execution across the company.

What You'll Do

The Executive Assistant will serve as a trusted partner to the President, helping manage administrative operations and internal coordination. You will protect time, ensure follow-through, and keep the wheels turning across multiple functions.

The Ideal Candidate

The ideal candidate is a proactive, detail-obsessed problem-solver with a relentless drive to improve systems, reduce distractions, and operate independently. They take ownership, anticipate needs, and thrive in a high-accountability culture.

Key Responsibilities

• Manage the executive calendar: schedule meetings, coordinate travel, and prioritize commitments
• Monitor and prioritize daily emails; draft, delegate, or archive messages as appropriate to protect executive focus
• Organize and prepare materials for internal and external meetings (slides, agendas, recaps)
• Handle confidential communications, prioritize key messages, and ensure timely task follow-up
• Track key projects, deadlines, and internal to-dos with a strong sense of ownership
• Coordinate employee touchpoints: anniversaries, milestones, gifts, etc.
• Streamline repetitive processes and build administrative systems that scale
• Serve as a cultural ambassador — reinforcing our tone, standards, and values in every interaction

What Success Looks Like in This Role

By 6 Months:

• Manages inbox, calendar, travel, hiring coordination, and internal reminders with minimal oversight
• Maintains a rolling to-do list and drive task to completion across internal departments
• Drafts communications (with support from ChatGPT) and takes initiative with follow-up
• Completes all recurring tasks on time without reminders
• Uses sound judgment to filter distractions and flag only high-priority items for executive input
• Prepares meeting materials and follows up with recaps that include clear next steps
• Adapts quickly to the executive’s tone, priorities, and working style

By 12 Months:

• Runs point on all administrative coordination without executive oversight
• Functions as a seamless extension of the executive
• Able to confidently support coordination across HR, Finance, Sales Ops, and other internal teams
• Knows preferences and anticipates needs around travel, meetings and problems
• Represents the executive in select meetings and accurately conveys key priorities and outcomes

Qualifications

• 4+ years of experience supporting a senior executive or fast-paced leadership team
• Excellent written and verbal communication skills
• Highly organized, responsive, and comfortable managing competing priorities
• Trusted judgment with a high level of discretion and confidentiality
• Tech-savvy and comfortable using tools like Outlook, PowerPoint, and Excel
• Strong emotional intelligence anticipating needs, staying calm under pressure, and making others better
• A proactive mindset: you don’t wait to be told, you look for ways to help
• Willingness to learn and grow with a desire to incorporate new technologies, like ChatGPT

Why Join Us

• Award-winning culture built on care, accountability, and high standards
• Opportunity to work directly with a driven and energetic leadership team
• Room for growth as the company continues to scale
• A chance to truly make a difference by enabling leadership to focus on what matters most