Education and Workforce Development Team Administrative Assistant

Advanced Robotics for Manufacturing (ARM)•Pittsburgh, PA

2d•Remote

About The Position

The ARM Institute is seeking an Education and Workforce Development (EWD) Team Administrative Assistant to provide operational support across a portfolio of Education and Workforce Development programs. This role supports day-to-day coordination activities, maintains organized records and files, assists with scheduling and communications, and helps ensure smooth execution of program operations in alignment with organizational priorities. Additionally, this position provides logistical support for workshops, meetings, events, tours, training activities, and onboarding. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple administrative priorities while ensuring program materials and records remain accurate, complete, current, and aligned with organizational practices.

Requirements

High school diploma or equivalent
Equivalent combination of education and experience may be considered
Strong administrative and organizational skills with careful attention to detail
Ability to manage multiple tasks, deadlines, and priorities in a fast-paced environment
Effective written and verbal communication skills
Ability to maintain accurate records and organized filing systems
Proficiency in common office software, including word processing, spreadsheets, email, and presentation tools
Ability to support meetings, calendars, and event logistics effectively
Strong interpersonal skills and ability to work collaboratively with internal and external stakeholders
Ability to handle routine administrative tasks with professionalism and discretion
Problem-solving ability and willingness to adapt to changing needs
Travel up to 20% may be required.
Candidate must be U.S. citizen

Nice To Haves

Associate degree in business administration, education, public administration, or related field preferred
1–3 years of administrative support, office coordination, program support, or related experience preferred
Experience supporting teams, maintaining records, and coordinating schedules strongly preferred
Experience in a nonprofit, education, workforce development, or grant-funded environment is a plus
Familiarity with grant-funded programs, workforce development, education programs, or nonprofit operations is helpful but not required

Responsibilities

Support scheduling, calendar coordination, meeting logistics, and follow-up activities
Prepare agendas, take meeting notes, and distribute materials as needed
Maintain organized electronic and shared file systems for program records and documentation
Assist with document collection, filing, and tracking for contracts, sub-awards, and related program materials
Support data entry and basic recordkeeping for program activities, contacts, and reporting trackers
Coordinate routine communications with internal staff and other stakeholders as assigned
Help prepare correspondence, summaries, forms, and other administrative documents
Provide logistical support for workshops, meetings, events, tours, and training activities
Assist with onboarding-related administrative tasks for program participants, partners, or stakeholders, as applicable
Support proposal and process documentation by organizing files, templates, and submission materials
Help ensure materials and records are current, complete, and stored in accordance with organizational practices