Executive Assistant (Remote - based in Pittsburgh or DC)

About the position Responsibilities • Manage and coordinate multiple complex calendars, ensuring efficient scheduling of meetings, appointments, and events. • Alert executives to where they need to be and when. • Prioritize and resolve scheduling conflicts with diplomacy and tact. • Send timely reminders and confirmations for scheduled activities. • Create daily calendar & task lists for Executives. • Manage project plans and ensure accuracy of monthly & quarterly updates. • Draft, review, and distribute correspondence, memos, and presentations. • Maintain and organize files, records, and documentation. • Perform other administrative tasks as required to support the executives and their respective teams. • Maintain confidentiality and sensitive information. • Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda materials. • Process invoices in accordance with company policies and procedures. • Plan and execute logistics for internal and external events, meetings, and conferences. • Coordinate with vendors, venues, and participants to ensure successful event execution. • Handle catering, equipment setup, and other event-related requirements. • Prepare and process expense reports in compliance with company policies. • Track and reconcile expenses, ensuring accuracy and timely submission. • Assist executives with budget tracking and reporting as needed. • Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries. • Ensure travel arrangements align with company policies and budgets. • Prepare and distribute detailed travel itineraries and ensure all necessary travel documents are in order. • Confirm all travel arrangements to ensure accuracy. Requirements • Bachelor's degree preferably in Business or related field. • Minimum of 3-5 years of experience as an administrative assistant or in a similar role supporting senior executives. • Experience in travel coordination, calendar management, and event planning is essential. • Exceptional organizational and time-management skills. • Strong attention to detail and problem-solving abilities. • Excellent written and verbal communication skills. • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). • Ability to handle confidential information with discretion and professionalism. • Flexibility and adaptability to changing priorities and demands. • Ability to work outside normal business hours. • Proactive and self-motivated with a strong sense of initiative. • High level of professionalism and a positive attitude. • Strong interpersonal skills and the ability to build relationships with stakeholders. Nice-to-haves • Japanese language skills a strong plus. Benefits • Salary range: $78,720 - $95,261/yr. Apply tot his job Apply To this Job