Overview
Administrative & Personal Assistant to the President Jobs in Pittsburgh, PA at Urban Impact
POSITION SUMMARY:
The Executive Administrative Assistant reports to the Chief Administrative Officer and is responsible for providing day to day support to the Senior Manager, Administration and the Executive staff.
ESSENTIAL FUNCTIONS:
Oversees client and vendor contracts by drafting standard contracts, managing the process flow in the Contract Manager application, and maintaining the contract database in Microsoft Access as well as any other administrative tasks related to the contract management process.
Provides backup support for federal and state licensing and assists in the preparation of state licensing for the State of Minnesota by entering applications into the portal for Collection Agents and staff.
Compiles data and reports monthly diversity spend as required by Client on a monthly basis.
Oversees the SSAE 18 SOC audit and is the facilitator between the auditors and internal teams for audit documentation, manages the online portal, and follows up with any questions or requests needed to complete the audit.
Manages the CCS Perks ticket program (Celtics, Bruins, Patriots, Red Sox) by working with Human Resources (HR) and the Chief Operations Officer (COO) for internal distribution of sports tickets, as well as managing any additional tickets for concerts or events.
Processes assigned purchase orders (PO) and assists the Chief Administrative Officer with the requisition process by corresponding with internal staff and vendors, creating PDFs for orders and backup documents as needed.
Reviews and submits final approval for all supply orders through WB Mason or other vendors.
Manages CCS’ charitable donations.
Submits staff and company memberships for several organizations by managing registrations and yearly renewals including HFMA, AAHAM, etc.
Creates/modifies user profiles for the organization’s Zoom and WebEx accounts through the admin sites.
Works with the Manager, Administrative Services on any promo materials/exhibits required to be shipped.
Manages phone lines and performs administrative duties for Executive Staff as required.
Prepares client presentations as requested using PowerPoint and providing support for any requested materials or documents.
Coordinates travel arrangements for the Executive Staff and manages the corporate travel admin site for all users.
Manages reservations (hotel and car service) for travel to and from the Dominican Republic office for all Associates.
Oversees the Executive kitchen area ensuring it is organized and orders supplies as needed.
Manages the Suggestion Box application.
Completes additional tasks as assigned by the Senior Manager, Administration or Executive Staff as requested.
Ability to maintain a consistent and regular attendance in accordance with an established schedule.
Ability to work onsite/in-office full time and in accordance with CCS and department policies and procedures.
QUALIFICATIONS:
3+ years of administrative support of an executive level position required.
Proficiency of Microsoft Office applications including PowerPoint, Excel, Word, Outlook and MS Access is required.
Able to identify, gather/analyze information to resolve problems effectively and in a timely manner.
Must be able to speak clearly and persuasively in a positive or negative situation, work in a team environment and demonstrate group presentation skills.
Must be able to edit work for spelling and grammar, present numerical data accurately and able to read and interpret written information effectively.
Must be able to prioritize and plan work activities using time efficiently and as directed.
Demonstrates accuracy, thoroughness and monitors own work to ensure quality.
Adaptable to continual change in the work environment, manage competing demands and able to deal with frequent change, delays, and unexpected events.
Possesses a high level of understanding of the security and safety policies and procedures of the organization as well as be able to operate all equipment and use materials safely.
Excellent interpersonal and verbal communications skills.
Strict adherence to confidentiality and high ethical standard.
Receptive to Coaching: Being receptive to feedback, willing to learn, embracing continuous improvement and is receptive and responsive to change.
EDUCATION REQUIREMENTS:
College degree preferred, High School Degree or GED required.
Pay Rate: $60,000/yr
FLSA: Exempt
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Title: Administrative & Personal Assistant to the President
Company: Urban Impact
Location: Pittsburgh, PA
