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Gateway Financial Group, Inc.
Pittsburgh, Pennsylvania, United States (on-site)
12 hours ago

Description

The primary responsibility of the Administrative Assistant is to provide administrative support to the Executive Team, including but not limited to:

  • Performs all assigned duties as the personal assistant to the President, Senior Vice President, the Chief Operating Officer.
  • Assists the Case Designers with administrative tasks and special projects.
  • Coordinates business travel arrangements including air, car services, hotels, and all logistics for team members.
  • Manages complex internal and cross functional schedules, calendars, heavy phone volume and email. Schedules calls using Zoom, Microsoft Teams & conference calling.
  • Ensures a welcoming atmosphere for guests and visiting clients.
  • Prepares UPS/FedEx & USPS packages and ensures proper and timely shipping.
  • Responsible for receiving, sorting, and delivering the daily mail to all office team members.
  • Stocks and keep inventory of office supplies. Place supply orders as needed.
  • Proofreads documents and assists with presentations, marketing, correspondence, and memos.
  • Handles documents and sensitive, confidential information with discretion, diplomacy, and integrity.
  • Responsible for tracking due dates and ensuring all required actions have been completed.
  • Coordinates business meetings and various company events, stepping in as needed to ensure success.
  • Maintains office efficiency by overseeing appearance of common areas, organizing procedures, handling correspondence, managing filing systems, and overseeing supplies, equipment, stationaries, and arrange necessary repairs.
  • Prepares expense /credit card reports and monthly invoices and reports, as requested
  • Ensures all office equipment, including printers, postage machine, binding equipment, and fax machines are maintained and serviced in a timely manner.
  • Assists in the creation of presentation materials (PowerPoint), Excel spreadsheets, and other communications, as needed.
  • Participates in special projects, either solely or as a team member.
  • Other duties as assigned.


Requirements

Required Qualifications:

  • 3+ years of administrative assistant experience, preferably in a professional services environment.
  • Associates Degree, or equivalent.
  • Excellent interpersonal, written, and verbal communication skills.
  • Ability to work independently and within a team structure.
  • Excellent attention to detail, initiative and follow-though required.
  • Strong technical skills, including proficiency with Microsoft Office Suite and document management systems.
  • Ability to effectively balance assignments and workflow from multiple sources.
  • Ability to communicate professionally and effectively with all levels of professionals within and outside the company.
  • Ability to multi-task and efficiently prioritize workload and to meet deadlines.
  • Takes initiative to anticipate needs and problem solve.
  • Ability to work overtime.

Job Information

  • Job ID: 65308684
  • Workplace Type: On-Site
  • Location:
    Pittsburgh, Pennsylvania, United States
  • Company Name For Job: Gateway Financial Group, Inc.
  • Position Title: Administrative Assistant
  • Industry: Insurance
  • Job Function: HR Assistant
  • Job Type: Full-Time
  • Job Duration: Indefinite
  • Min Education: Associates Degree
  • Min Experience: 3-5 Years
  • Required Travel: None
  • Salary: $45,000.00 - $55,000.00 (Yearly Salary)
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