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Special Assistant to CEO
Job in
Pittsburgh, Allegheny County, Pennsylvania, 15219, USA
Listed on 2026-06-02
Listing for:
Literacy Pittsburgh
Full Time
position Listed on 2026-06-02
Job specializations:
-
Administrative/Clerical
Business Administration, Administrative Management -
Management
Business Administration, Administrative Management
Job Description & How to Apply Below
Summary:
The Special Assistant to the CEO is a vital member of the Literacy Pittsburgh team, providing high-level administrative and strategic support to the CEO. This role requires a proactive and organized individual who can balance multiple priorities, nurture crucial relationships, and lead special projects critical to the success of the organization. The ideal candidate will be mission-driven and committed to the vision of Literacy Pittsburgh.
This is a full-time, exempt position.
Essential Functions
- Strategic and Tactical Support to the CEO
- Provide analytical and specialized administrative support to the CEO in advancing Literacy Pittsburgh's mission.
- Facilitate smooth communication and collaboration between the executive office and other departments, including coordinating/drafting internal and external correspondence, memos, reports, presentations, and other documents on behalf of the executive.
- Anticipate tasks in advance of meetings (preparing meeting materials, briefing papers, talking points, note taking) and lead on follow-up from the CEO's engagements (written summaries, correspondence, action items, etc.).
- Serve as a liaison to the Board of Directors, coordinating meeting schedules, preparing board materials, maintaining minutes and records, and other activities as directed by the CEO.
- Support the cultivation and management of external relationships, including funders, community organizations, elected officials, and contracted resources.
- Participate in meetings, work groups, etc. on behalf of the CEO.
- Handle confidential information with discretion and sensitivity.
- Building first-draft outlines, slide deck shells, and other resources to add lift to CEO and other leaders (development).
- Support management and prioritization of the CEO's calendar.
- Operations Support and Knowledge Management
- Manage, organize, and enable organization-wide processes including documenting and making relevant tools useful and accessible.
- Support and manage the administrative aspects of team performance and culture-related systems such as on-/off-boarding staff, performance reviews, professional development, and progress monitoring.
- Support logistical planning and content development for staff meetings, leadership team meetings, supervisor meetings, semi-annual staff celebrations, and semi-annual staff retreats.
- Contribute to the overall safety and comfort of the organization's physical space by managing office supply inventory; ensuring compliance with health, safety, and security procedures; and providing as-needed support with daily office operations such as kitchen, common areas, and meeting and event set up.
- Contribute to the development and documentation of key processes essential to the success of the organization.
- Support fundraising activities, such as assisting with grant administration, donor engagement, and corporate volunteer coordination.
- Special Projects
- Manage and execute special projects as assigned by the CEO.
- Contribute to strategic initiatives and organizational planning.
- Other duties as assigned.
- Bachelor's degree in education, social sciences, or related field; or equivalent experience.
- One to three years' experience supporting C-level executives, preferably in a non-profit setting.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Salesforce experience a plus.
- Ability to maintain a high level of discretion and confidentiality.
- Ability to cultivate and work toward a shared organizational vision.
- Can translate organizational vision into action by identifying opportunities and taking initiative, working both independently and as part of a team.
- Ability to motivate and support team members through a course of action aligned to organizational vision.
- Demonstrated ability to independently produce work products aligned to the organizational vision.
- Track record of utilizing effective processes to produce high quality and timely work products.
- Ability to manage projects effectively and meet deadlines.
- Ability to develop and execute action plans to reach goals.
- Successful experience working with groups to identify effective strategies and align resources in order to deliver on organizational goals and objectives.
- Strong interpersonal skills, and proven ability to build positive relationships with colleagues, clients, and stakeholders of diverse backgrounds.
- Demonstrated alignment to Literacy Pittsburgh's core values*.
- Excellent communication skills, including verbal, written, and public speaking.
- "Can-do" team player attitude.
- Ability to provide and receive honest feedback and guidance to / from staff in a supportive manner.
- Demonstrated problem solving skills, and flexibility to adapt to changing needs.
- Manages unexpected challenges and conflicts to keep projects and work products on track.
- Ability to make decisions appropriately, effectively, and efficiently.
- Possesses analysis and synthesis skills, including the ability to collect information, determine key objectives, and…
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