Executive Administrative Assistant

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.  

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.

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 industries.
• Health, life, vision, and dental insurance: Cover all your medical bases.
• Paid sick time, fitness reimbursement, pet insurance, identity protection, technology stipend, employee assistance program, and more: Choose the benefits that work best for you.

Level up your career with Woolpert. Apply today and join our team to help shape the future of tomorrow!

Why Woolpert?

Woolpert is looking for supportive, goal-oriented, and career-minded individuals who are, or are looking to become, industry leaders in their fields. We blend design excellence with innovative technology and geospatial applications to deliver exceptional value to our clients. When you join us, you'll join a team of experts who are passionate about their work and dedicated to building the next generation of industry leaders. Woolpert embraces progress and innovation, creating limitless opportunities for your career growth.

EOE

To all agencies: Please, no phone calls or emails to any employee of Woolpert or any of our subsidiaries about this requisition. All resumes submitted by search firms/employment agencies to any employee at Woolpert via-email, the internet or in any form and/or method will be deemed the sole property of Woolpert, unless such search firms/employment agencies were engaged by Woolpert's Talent Acquisition Team for this requisition and a valid agreement is in place. In the event a candidate who was submitted outside of Woolpert's applicant process is hired, no fee or payment of any kind will be paid.