Job Description

Executive Administrator

VisitPITTSBURGH is a tourism development organization dedicated to expanding the tourism economy across Allegheny County. The organization generates positive economic impact across the tourism verticals of business events, sports, and leisure travel. VisitPITTSBURGH achieves its goals, including ensuring the region of certain economic benefits, through the combined efforts of all team members throughout the organization.

The Executive Administrator is a non-exempt position that reports to the President and CEO. The position provides confidential and sensitive executive-level professional administrative support to the President &CEO.

Essential Functions

• Manage the schedule of the President & CEO by thinking ahead, planning and scheduling meetings, conference calls, and making travel arrangements, including international travel.
• Serve as the primary point of contact between the President & CEO and internal/external stakeholders
• In addition to the CEO and CFO, this position is a primary point of contact for the Board of Directors.
• Coordinates all activities of the organization’s junior board, including scheduling meetings, updates, and general communication.
• Assist in the timely management of all communication, both written and via telephone, email, and voice mail with a variety of constituents .
• Expense management, including processing travel expense reports, travel advance requests and reconciling President & CEO Key Bank statements in Nexonia.
• Handles confidential and sensitive material on a regular basis.Reads and distributes incoming correspondence.
• Schedules and coordinates meetings both on and off property, including Board of Director meetings and standing committees (Executive, Audit, Finance, Personnel/Compensation, and Marketing) When necessary reserves meeting rooms, coordinates room set-up, catering, and clean-up.
• Has access to a significant amount of sensitive and confidential information.
• Obtains signatures when needed for a variety of documentation (invoices, checks, contracts, etc.).
• Drafts, edits and formats letters, memos, presentations, and other documents.
• Prepare the agendas, coordinates, and communicate information regarding management, Board and Committee meetings.
• Take, transcribe, and distribute meeting minutes for the VisitPITTSBURGH Board and Standing Committee Meetings. Manages electronic file system for minutes and other correspondence.
• Maintains all confidential VisitPITTSBURGH executive files and records.
• Sends out and collects annual Conflict of Interest forms to the Board of Directors, and targeted staff.
• Reviews calendar and outstanding projects on a weekly basis with the President & CEO to prioritize and ensure that timelines and deliverables are met.
• Effectively and efficiently interacts with all levels of staff, Board Members, government officials, city officials, and community leaders.
• Establish and maintain filing and electronic filing systems.
• Other assigned duties and special projects as directed by the President & CEO.

Skills & Specifications

• A bachelor’s degree in business administration or equivalent experience is preferred.
• Excellent interpersonal, human relations and organizational skills.
• Ability to manage multiple projects and priorities in a fast paced environment
• High level of knowledge of MS Office Suite, Adobe and other office management software.
• An in-depth knowledge of sound management techniques and supervisory relations, and the ability to work on multiple projects simultaneously is required.
• Knowledge of the Destination Marketing industry is preferred.

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