Executive Admin

Operations Coordinator

Pittsburgh, PA|

Reports to:

Director of Operations

Our client is seeking a polished, highly organized Operations Coordinator to serve as a trusted administrative and operational partner to senior leadership while helping keep a busy, fast-moving office running smoothly. This is a highly visible role for someone who enjoys creating order, anticipating needs, managing details, and moving multiple priorities forward without losing sight of the bigger picture.

The position blends executive support, office operations, recruiting coordination, marketing support, business development administration, and project coordination. The right person will be proactive, resourceful, discreet, and comfortable working both independently and collaboratively across teams.

· Provide day-to-day administrative support to senior executives and other key leaders.

· Own complex calendars, meeting schedules, and travel arrangements, proactively resolving conflicts and anticipating changes.

· Coordinate recurring and special meetings, including agendas and materials, catering, logistics, and distribution of information.

· Support travel and expense administration, including backup responsibility for recurring expense reporting.

· Prepare and distribute recurring weekly and monthly reports.

· Handle a variety of administrative projects that support office and business operations.

· Support on-site interview days by welcoming candidates, coordinating schedules, administering on-site assessments, and helping create a professional candidate experience.

· Arrange travel for candidates and incoming employees in partnership with the recruiting team.

· Coordinate employee onboarding and offboarding activities, ensuring required steps are completed accurately and on schedule.

· Communicate employee arrivals and departures to appropriate internal partners and gather technology, access, email coverage, and other transition requirements.

· Prepare onboarding materials and assist with keeping documents and resources current.

· Serve as a first point of contact for routine onboarding questions and coordinate solutions with the appropriate internal resources.

· Help maintain and improve administrative and office standard operating procedures, keeping documentation accurate and current.

· Track details, deadlines, and follow-up items across multiple work streams to ensure projects continue moving forward.

· Identify opportunities to improve organization, communication, and day-to-day administrative processes.

· Coordinate conference travel, event logistics, schedules, and supporting materials while identifying potential conflicts in advance.

· Assist with outside marketing vendors and agency partners by tracking timelines, gathering internal feedback, coordinating approvals, and monitoring deliverables.

· Maintain accurate CRM information, including business development activity, contact and company records, and industry-related updates.

· Compile, proofread, and distribute a recurring internal employee newsletter in partnership with the marketing team.

· Maintain employee biographies and assist with routine website content updates using Word Press.

· Coordinate photography for internal events and business initiatives, including identifying coverage needs, organizing logistics, and collecting final assets.

· Support photoshoots, video productions, promotional projects, conferences, and other marketing initiatives through vendor communication, scheduling, and project coordination.

· 5+ years of experience in operations coordination, executive or administrative support, project coordination, or a related role.

· Excellent written and verbal communication skills with strong proofreading and attention to detail.

· High emotional intelligence and the ability to build productive relationships at all levels.

· A strong sense of ownership, accountability, and follow-through.

· Exceptional organizational skills with the ability to manage competing priorities in a fast-paced, evolving…