Job Description

Location: Wexford, PA

Schedule: Monday - Friday, 9:00am to 5:00pm (or 8:00am to 4:00pm depending on the candidate’s preference)

Hybrid Option: In-office Monday through Thursday; Remote on Fridays (once acclimated)

Salary Range: Up to $60,000 (negotiable based on experience)

Company Overview:

Our client is a dynamic and growing company with a team of 35 employees based in Wexford, PA. They pride themselves on their collaborative and flexible culture, where every team member has a direct impact on their success. As they continue to expand, we are seeking an organized, proactive, and adaptable Senior Administrative to support their executive team in day-to-day operations.

Position Overview:

As the Senior Administrative Assistant, you will be responsible for supporting the executive team in a variety of ways, from managing schedules to coordinating travel and company events. You will play a critical role in keeping operations running smoothly, handling a wide range of administrative tasks, and being a key point of contact for internal and external communications. This is an exciting opportunity to be an integral part of a fast-paced, growing company, where your role will evolve as you gain experience and contribute to the company’s success.

Key Responsibilities:

• Executive Support: Assist executive team with calendar management, scheduling meetings, and providing general administrative support.
• Expense Management: Compile and manage expense reports for executives.
• Travel Coordination: Organize domestic and international travel arrangements for executives, including flights, accommodations, and itineraries.
• Company Vehicles: Oversee the management of company vehicles, including registration, insurance, titling, and DOT compliance.
• Meeting & Event Coordination: Set up and coordinate meetings (Board meetings, Lender meetings, All-Company meetings, etc.) and company events (such as golf outings).
• Communications Management: Handle voicemails, “Contact Us” inquiries, and faxes in a timely and professional manner.
• Promotional Materials: Manage company promotional materials and ensure proper distribution.
• Reception Support: Serve as a backup to our part-time Receptionist as needed.
• Cross-Department Assistance: Support other departments such as Accounting, Permitting, HR, and Community Outreach when required.
• General Administrative Support: Be flexible and take on additional responsibilities as needed to ensure the smooth functioning of day-to-day operations.

Qualifications & Skills:

• Organizational Excellence: Strong organizational and time-management skills are essential in this fast-paced, multi-faceted role.
• Microsoft Office Suite Expertise: Proficiency in Word, Excel, PowerPoint, and Outlook is required.
• Adaptability: Must be comfortable shifting between tasks and departments as needed. Ability to adapt quickly to changing priorities.
• Confidentiality: Ability to handle sensitive information with discretion and professionalism.
• Proactive Problem Solving: Strong initiative in identifying and resolving potential issues before they become problems.
• Communication Skills: Excellent verbal and written communication skills.
• Notary Public (preferred but not required): We are willing to help you become a notary if you are not already one.
• Experience: Previous experience in an executive assistant or administrative role is preferred.

Why Join the Team?

• Collaborative & Flexible Work Environment: Work directly with top executives and become a key player in their team’s success.
• Work-Life Balance: Hybrid work schedule with flexibility for remote work on Fridays.
• Professional Growth: As a smaller company, they offer opportunities for you to take on new challenges and grow within the organization.
• Impact: Play an essential role in supporting leadership and ensuring the smooth operation of the company.

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