Executive & Office Support Coordinator

Techstra Solutions•Pittsburgh (Squirrel Hill area), PA

2d•Onsite

About The Position

Techstra Solutions is seeking a highly organized, proactive, and service-oriented Executive & Office Support Coordinator to join our team in our Pittsburgh Squirrel Hill office. This position plays an important role in supporting the daily operations of the office while providing high-level executive support to the company’s Chief Digital Officer/Chief Operations Officer and other members of leadership as needed. The ideal candidate is a high-energy professional with exceptional organizational skills, strong attention to detail, and excellent written and verbal communication abilities. This individual must be able to manage a wide range of executive support, administrative, office services, employee experience, and project coordination responsibilities while working independently and exercising sound judgment. This role interacts with employees, executives, candidates, clients, and external partners in a fast-paced and evolving environment. The successful candidate will be proactive, resourceful, flexible, and comfortable balancing competing priorities. A high level of professionalism, responsiveness, and confidentiality is essential.

Requirements

Five or more years of experience providing executive-level administrative support.
Experience supporting senior executives with calendars, meetings, travel, correspondence, and daily administrative activities.
Demonstrated ability to work independently and manage responsibilities with limited supervision.
Exceptional organizational, prioritization, and time-management skills.
Strong written and verbal communication skills.
High level of professionalism, confidentiality, and discretion.
Strong attention to detail and commitment to producing accurate, high-quality work.
Proven ability to manage multiple priorities in a fast-paced and changing environment.
Strong decision-making, critical-thinking, and problem-solving skills.
Resourceful and proactive approach to identifying needs and resolving issues.
Demonstrated experience creating, documenting, or improving administrative processes.
Strong proficiency with Microsoft 365 applications, particularly Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
Experience creating and formatting professional presentations, reports, spreadsheets, and executive materials.
Ability to interact effectively and professionally with employees and leaders at all levels of the organization.
Ability to work on-site in Techstra’s Squirrel Hill office five days per week, 9 am to 5 pm

Nice To Haves

Experience supporting executives in a small, entrepreneurial, consulting, technology, professional services, or fast-growing organization.
Experience supporting HR, recruiting, employee onboarding, or office operations.
Experience coordinating company events, executive travel, vendors, and workplace logistics.
Ability to adapt quickly as priorities, responsibilities, and business needs evolve.

Responsibilities

Provide day-to-day executive and administrative support to the Chief Digital Officer/Chief Operations Officer and other members of leadership as assigned.
Manage complex calendars, coordinate internal and external meetings, and help prioritize time and commitments.
Anticipate scheduling needs, identify potential conflicts, and proactively resolve calendar and logistical issues.
Coordinate meeting logistics, including invitations, conference rooms, virtual meeting details, agendas, presentations, and supporting materials.
Coordinate executive travel, including transportation, lodging, reservations, and itineraries.
Serve as a professional point of contact and liaison with employees, clients, vendors, and other internal and external stakeholders.
Provide limited personal administrative support and coordinate errands when requested and appropriate.
Handle confidential and sensitive information with professionalism, discretion, and sound judgment.
Manage the daily administrative operations of the Pittsburgh office.
Maintain a welcoming, professional, organized, and functional office environment.
Coordinate office supply ordering, inventory management, and restocking.
Retrieve, sort, and distribute incoming mail, packages, and deliveries.
Maintain the organization and readiness of shared workspaces, conference rooms, kitchen areas, and common areas.
Oversee kitchen and breakroom operations, including snacks, beverages, coffee supplies, and lunch cleanup.
Coordinate meeting and meal reservations, including arrangements at The Duquesne Club and other external locations.
Support team members and operational processes as needed
Help deliver a welcoming, responsive, and high-quality employee experience.
Serve as a point of contact for general office and administrative support requests.
Coordinate lunch ordering and pickup for office lunches, meetings, employee activities, and company events.
Support employee engagement activities, internal celebrations, and other initiatives that contribute to a positive workplace culture.
Help ensure employees and visitors receive timely, professional, and service-oriented support.
Review weekly employee timesheets for completion and accuracy.
Follow up with employees and managers regarding missing, incomplete, or unapproved timesheets.
Confirm that prior-week timesheets are submitted and approved within established deadlines.
Maintain accurate administrative trackers, databases, and reports.
Assist with the preparation and distribution of recurring operational, HR, recruiting, marketing, and sales reports.
Cross-reference information across applicable systems and records to identify discrepancies and support accurate reporting.