Executive Administrative Assistant

Pittsburgh, PA
Full Time
Experienced
Position Summary:
The Executive Assistant - Senior Leadership serves in a high-trust, high-impact role supporting senior leaders in a dynamic, entrepreneurial, and technically sophisticated organization. This position is more than a traditional administrative role. It requires a proactive professional who anticipates needs, organizes complexity, communicates confidently, and helps transform discussions and decisions into coordinated action.
The successful candidate combines exceptional organizational skills with sound analytical judgment, professionalism, discretion, and strong interpersonal communication. This individual is equally comfortable managing complex executive schedules, participating in senior-level meetings, preparing concise summaries of key decisions and action items, and coordinating detailed travel and meeting arrangements.
Key Responsibilities:
  • Manage complex executive calendars, meetings, priorities, and travel arrangements, proactively identifying conflicts and recommending solutions.
  • Participate in important internal and external meetings and prepare clear, accurate, and confidential summaries of discussions, decisions, and action items.
  • Track leadership commitments, deadlines, and follow-up activities to help ensure that key initiatives continue moving forward.
  • Prepare, edit, and refine executive-level PowerPoint presentations, Word documents, correspondence, reports, and Excel materials.
  • Coordinate effectively with executives, employees, clients, government representatives, technical professionals, vendors, and outside partners.
  • Organize information, priorities, and deliverables across multiple projects and strategic initiatives.
  • Represent senior leadership professionally and confidently in one-on-one interactions and group settings.
  • Handle sensitive, confidential, and business-critical information with exceptional judgment and discretion.
  • Anticipate administrative, logistical, and communication needs and take appropriate action within established authority.
  • Perform related duties and support special projects as business needs require.
Qualifications:
  • Bachelor's degree in business administration, communications, management, or a related field preferred; an equivalent combination of education and relevant experience may be considered.
  • Progressive experience supporting senior executives or leadership teams in a complex, fast-paced organization.
  • Experience coordinating executive meetings, travel, communications, and high-priority projects.
  • Experience with government contracts, government proposals, or proposal preparation is strongly preferred.
  • Experience in an analytical laboratory, scientific, engineering, technical, professional services, or consulting environment is a significant plus.
Preferred Qualifications:
  • Exceptional organizational and time-management skills, with the ability to manage changing priorities while maintaining accuracy and attention to detail.
  • Strong analytical judgment and problem-solving skills, including the ability to identify needs, evaluate options, and exercise appropriate initiative.
  • Excellent written, verbal, presentation, and interpersonal communication skills.
  • Ability to communicate comfortably and professionally with groups, senior-level professionals, clients, and external stakeholders.
  • Advanced proficiency in Microsoft PowerPoint, Excel, Word, Outlook, and Teams; ability to learn new systems quickly.
  • Ability to distill complex discussions and information into concise summaries, decisions, and action items.
  • Demonstrated integrity, discretion, and sound judgment when handling confidential or sensitive information.
  • Ability to work independently, collaborate across functions, and follow through consistently on commitments.
  • Flexibility to support occasional travel and schedule demands associated with executive priorities.

Core Competencies

  • Executive Support & Anticipation: Recognizes emerging needs, plans ahead, and removes administrative barriers for senior leadership.
  • Organization & Prioritization: Brings structure to competing demands, complex schedules, and multiple initiatives.
  • Communication: Conveys information clearly, professionally, and appropriately for the audience.
  • Judgment & Discretion: Protects confidential information and makes sound decisions within the scope of the role.
  • Follow-Through & Accountability: Tracks commitments, clarifies ownership, and helps ensure timely completion of agreed actions.
  • Adaptability: Remains effective and composed as priorities, schedules, and business needs change.
  • Collaboration: Builds productive working relationships across executive, technical, operational, and external groups.
  • Professional Presence: Represents senior leadership and RJ Lee Group with confidence, tact, and credibility.

Physical Demands & Working Conditions

These physical demands and working conditions are representative of the position’s essential functions. Reasonable accommodation may be provided to qualified individuals with disabilities.
  • Work is primarily performed in a professional office environment, with regular computer, telephone, and virtual-meeting use.
  • The employee is regularly required to sit, stand, walk, reach, and communicate. Occasional lifting or moving of office materials and supplies may be required.
  • The role may occasionally require work outside standard business hours to support senior leadership, travel, meetings, deadlines, or time-sensitive priorities.
  • Occasional business travel is required.

Equal Opportunity & Accommodation

RJ Lee Group is an Equal Opportunity Employer. Employment decisions are made without regard to any status protected by applicable law. Reasonable accommodations are available to qualified individuals with disabilities to perform the essential functions of the position and participate in the hiring process.
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