Office and Project Assistant

The Children's Institute of Pittsburgh•Pittsburgh, PA

11d•Onsite

About The Position

The Office and Project Assistant supports the organization with a variety of administrative tasks and general office management day-to-day functions. This team member is a self-motivated, and professional individual who can handle multiple tasks, work independently with little supervision, maintain confidentiality with sensitive information, and be adaptable to changing environments. The Office and Project Assistant is split between core office management tasks and direct project task completion. Priorities and percentage of time spent in each of these two areas of support will be determined by executive office initiative priorities and with collaboration of the Executive Projects Manager. This individual must be capable of working with leadership in a team environment and must be able to interact pleasantly and competently with all levels within the organization and with consumers and external stakeholders.

Requirements

HS Diploma required, Associate or bachelor's degree preferred, or equivalent combination of education and experience.
1-3 years of proven experience in office administration, project coordination, or a similar support role.
Exceptional time management and prioritization skills with the ability to multitask in a fast-paced environment.
Ability and comfort in working with both high-level scope and small details.
Advanced proficiency in Microsoft Office Suite, particularly Outlook, SharePoint, Teams, Word, and Excel as well as Adobe Pro.
Demonstrates proficiency with standard office equipment, including copiers and printers, with the ability to perform routine troubleshooting such as clearing jams and replacing toner.
Strong verbal and written communication skills; confident interacting with internal and external stakeholders, including executive leadership.
Clearances Required: Act 73 FBI, Act 34 Criminal Clearance, and Act 33 Child Abuse Clearance

Responsibilities

Assist in complex scheduling for the COO as well as other Senior Leadership Team (SLT) members as needed, to align availability among themselves, as well as the CEO and COO and external partners while prioritizing requests, resolving conflicts, and coordinating with staff with professionalism and discretion.
Responsible for handling logistics of meetings such as securing meeting space, pre-registering external guests, catering, audio/visual equipment, and other meeting needs.
Act as an assistant to the Executive Projects Manager and the SLT Project Sponsor of any project this role is assigned to by tracking project progress, completing various task action items as assigned, assisting with coordinating internal and external resources, and assisting with creation of deliverables.
Assist with reconciling expense reports for admin leaders each month and themselves.
Monitor inventory, order office and breakroom supplies for the Admin Suite while taking initiative for cost-effectiveness and reduce waste.