Administrative Assistant

About the Role:
The Administrative Assistant provides day-to-day administrative and operational support to the Pittsburgh office while assisting the Human Resources department with various programs and initiatives. This role serves as the primary point of contact for visitors, managing front office operations, assisting in the coordination of company events, and helps ensure efficient administrative operations across multiple departments.

This position is fully onsite at our Pittsburgh, PA office, with a regular schedule of Monday through Friday, 7:30 a.m. to 4:00 p.m. Occasional schedule adjustments may be required based on business needs.

What You’ll Do:

Greet visitors and guests, ensuring proper check-in and escort procedures are followed
Answer, screen, and route incoming calls and messages for multiple lines
Manage and distribute incoming and outgoing mail and packages for various departments
Coordinate with vendors and building management regarding office services, equipment maintenance, and facility requests, including submitting and tracking service tickets, while keeping internal stakeholders informed of updates
Serve as first-line support for building operations by placing service tickets to landlord and updating internal stakeholders
Monitor inventory and order office supplies and refreshments as needed
Manage calendars, schedule meetings, and coordinate logistics, including room setup, materials, and catering
Process departmental purchases and reconcile corporate credit card transactions using Comdata
Serve as initial point of contact for HR related inquiries, responding to calls and emails and distributing to appropriate team members
Assist with employee appreciation initiatives and coordinate company events alongside other committee members
Process and submit employment verification requests
Assist with HR and vendor audits
Provide backup administrative support to ensure continuity of office operations
Develop and maintain Standard Operating Procedures (SOPs) for administrative processes
Support management with administrative tasks including tracking, information compilation, and report preparation
Handle confidential information with discretion and professionalism
Perform other duties as assigned

What You’ll Need:

High school diploma or equivalent required
Professional, approachable demeanor with strong interpersonal and communication skills
Expert proficiency managing multiple Outlook calendars, shared email boxes, phone lines, and competing administrative requests
Ability to maintain confidentiality and handle sensitive information with discretion
High emotional intelligence with strong personal accountability and self-awareness
Superior organizational and time management skills with the ability to prioritize multiple responsibilities
Highly proficient in Microsoft Office Suite
Flexible and adaptable with ability to pivot quickly as priorities shift
Ability to learn new systems and software efficiently
Ability to work effectively in an onsite office environment
Familiarity with or willingness to learn AI tools and emerging technologies to support administrative efficiency

What Can Set You Apart:

Previous administrative support or office coordination experience
Previous Human Resources experience or HR education or training