Executive & Team Support Coordinator

Our client in Downtown Pittsburgh is hiring a contract to hire candidate for the Executive & Team Support Coordinator position. This position is Hybrid with going onsite 2 days a week, must be local to Pittsburgh. Hours are 9am - 5pm. Pay depending on experience: $19-25.

This position reports to the Chief Operating Officer.

Executive & Leadership Support:

• Manage the calendar and scheduling for the President & CEO, coordinating internal and external meetings with key stakeholders.
• Prepare meeting agendas, materials, and take minutes as needed for CEO-related meetings.
• Screen and prioritize communication for the President & CEO.
• Support travel planning and coordination, including booking transportation and accommodations.
• Serve as a liaison to the Board of Directors, preparing meeting materials and maintaining communication as needed.

Team Support (Leadership, Membership, Programs & Services, and Communications & External Relations):

• Provide administrative support to the Membership, Programming, and Communications & External Relations teams, including maintaining and updating member records, tracking program participation, and coordinating events, media engagements, and communications initiatives.
• Assist with the preparation of reports, presentations, newsletters, and other program- and communication-related documents.
• Coordinate meetings, webinars, events, and media interviews for the teams, managing invitations, RSVPs, and post-event follow-up.
• Manage databases, including data entry and reporting (Salesforce, Zoho, and Excel).

Office Administration:

• Sort and distribute office mail, file documents, and assist with office organization when on-site.
• Process invoices, track expenses, and coordinate with the bookkeeper for payments and reimbursements.
• Maintain office supply inventory and coordinate with vendors for office-related needs.
• Support HR-related tasks such as onboarding of new staff and contractors and coordinating benefits enrollment.
• Serve as the primary contact for the organization’s annual audit process.

General Support:

• Assist with special projects and events as assigned.
• Perform other duties as assigned to support the organization's mission and operations.

Skills Required:

• Strong organizational and time management skills, with the ability to prioritize multiple tasks and deadlines.
• Exhibits strong collaboration and support skills, maintaining focus on assigned responsibilities and operating within the scope of their role.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and scheduling tools (Microsoft Teams, Zoom).
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• Experience coordinating meetings and events, both in-person and virtual.
• Effectively works both independently and collaboratively with a small team, adapting to diverse work styles and approaches.
• Familiarity with database systems (such as Salesforce) and project management systems (such as Zoho) is a plus.