Office and Project Assistant at The Children's Institute of Pittsburgh

Pittsburgh, Pennsylvania, United States -

Full Time

Start Date

Immediate

Expiry Date

09 Oct, 26

Salary

0.0

Posted On

11 Jul, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Administration, Project Coordination, Complex Scheduling, Meeting Logistics, Expense Reconciliation, Inventory Management, Microsoft Outlook, SharePoint, Microsoft Teams, Microsoft Word, Microsoft Excel, Adobe Pro, Time Management, Written Communication, Verbal Communication, Multitasking

Industry

Non-profit Organizations

Description

Careers at Our Amazing Place. At The Children’s Institute of Pittsburgh, we’ve built our legacy on being amazing. After more than a century of the highest quality care and service to children and their families, we’re forever proud of our team members who don’t just make a career here – they make a difference. Job Title: Office and Project Assistant Location: 1405 Shady Ave., Pittsburgh, PA 15217 Schedule: Monday – Friday, Full Time, Onsite The Office and Project Assistant supports the organization with a variety of administrative tasks and general office management day-to-day functions. This team member is self-motivated, and professional individual who can handle multiple tasks, work independently with little supervision, maintain confidentiality with sensitive information, and be adaptable to changing environments. The Office and Project Assistant is split between core office management tasks and direct project task completion. Priorities and percentage of time spent in each of these two areas of support will be determined by executive office initiative priorities and with collaboration of the Executive Projects Manager. This individual must be capable of working with leadership in a team environment and must be able to interact pleasantly and competently with all levels within the organization and with consumers and external stakeholders. Responsibilities * Assist in complex scheduling for the COO as well as other Senior Leadership Team (SLT) members as needed, to align availability among themselves, as well as the CEO and COO and external partners while prioritizing requests, resolving conflicts, and coordinating with staff with professionalism and discretion. * Responsible for handling logistics of meetings such as securing meeting space, pre-registering external guests, catering, audio/visual equipment, and other meeting needs. * Act as an assistant to the Executive Projects Manager and the SLT Project Sponsor of any project this role is assigned to by tracking project progress, completing various task action items as assigned, assisting with coordinating internal and external resources, and assisting with creation of deliverables. * Assist with reconciling expense reports for admin leaders each month and themselves. * Monitor inventory, order office and breakroom supplies for the Admin Suite while taking initiative for cost-effectiveness and reduce waste. Qualifications * HS Diploma required, Associate or bachelor's degree preferred, or equivalent combination of education and experience. * 1-3 years of proven experience in office administration, project coordination, or a similar support role. * Exceptional time management and prioritization skills with the ability to multitask in a fast-paced environment. Ability and comfort in working with both high-level scope and small details. * Advanced proficiency in Microsoft Office Suite, particularly Outlook, SharePoint, Teams, Word, and Excel as well as Adobe Pro. Demonstrates proficiency with standard office equipment, including copiers and printers, with the ability to perform routine troubleshooting such as clearing jams and replacing toner. * Strong verbal and written communication skills; confident interacting with internal and external stakeholders, including executive leadership. * Clearances Required: Act 73 FBI, Act 34 Criminal Clearance, and Act 33 Child Abuse Clearance Benefits Summary We're proud to offer generous benefits to our team members. Regular full-time team members are eligible for the following benefits: * Medical and Prescription insurance-Choice of two health plans and networks * Dental and Vision-Free coverage for team members. * Paid Time Off (PTO) and Holidays * Medical, Bereavement, Educational, & Personal Leaves * Parental leave (birth & adoption) paid-6 weeks * 403b Retirement Plan – pre-tax & Roth options; employer match after 1 year * Student Loan Refinancing Program * Public Service Loan Forgiveness Program – CI qualifies as non-profit * Education Assistance/Tuition Reimbursement * Professional Development/CEU’s * Life and Short- & Long-Term Disability insurance * Credit Union * Team Member Recognition Events * Referral bonus * CPR-employer paid * Travel mileage reimbursement at federal rate The Children's Institute of Pittsburgh is an Equal Opportunity Employer. We serve a diverse population of children and families, and we want our workforce to reflect that same diversity. We want all interested individuals to feel welcome in applying for a career at our amazing place – we can't wait to meet you! The Children's Institute does not exclude, deny benefits to, or otherwise discriminate against any person on the basis of race, color, national origin, religious creed, AIDS or HIV status, disability, ancestry, age, gender, sexual orientation, gender identity or expression, genetic information, marital status, union membership, or veteran/military status in employment.

Responsibilities

The role provides administrative support and general office management, including complex scheduling for senior leadership and handling meeting logistics. Additionally, the assistant supports the Executive Projects Manager by tracking progress and completing task action items for various projects.