Pittsburgh, PA | Reports to: Director of Operations

The Position

We are in need of a skilled Operations Coordinator in Pittsburgh, PA, who will provide essential administrative and operational support to senior leadership. This role is crucial for maintaining efficiency and organization in a dynamic office environment.

The successful candidate will be responsible for executive support, office operations, recruiting coordination, marketing support, business development administration, and project coordination. This role requires a proactive and resourceful individual who can work independently and collaboratively with various teams.

Responsibilities

Executive & Administrative Support

Provide comprehensive administrative support to senior executives and key leaders.

Manage calendars, meeting schedules, and travel arrangements, resolving conflicts and anticipating changes proactively.

Coordinate various meetings, including agenda preparation, logistics, and material distribution.

Handle travel and expense administration, including recurring expense reporting.

Prepare and distribute weekly and monthly reports.

Recruiting & Employee Support

Support on-site interview activities, coordinate schedules, and ensure a seamless candidate experience.

Arrange travel for candidates and incoming employees in collaboration with the recruiting team.

Assist in employee onboarding and offboarding processes, ensuring timely completion of all required steps.

Communicate employee transitions to internal stakeholders and manage necessary technology and access requirements.

Prepare onboarding materials and maintain up-to-date documentation.

Operations & Process Coordination

Improve administrative and office procedures, ensuring accurate documentation.

Track details, deadlines, and follow-up items across multiple projects to maintain progress.

Identify opportunities for enhancing organizational efficiency and communication.

Marketing & Business Development Support

Coordinate conference travel, event logistics, and supporting materials, while anticipating potential conflicts.

Assist with marketing vendors and agency partners, ensuring timely deliverables and approvals.

Maintain accurate CRM information, including business development activities and contact records.

Compile and distribute internal employee newsletters and assist with website content updates.

Coordinate photography for internal events and marketing initiatives.

Support photoshoots, video productions, and promotional projects through effective coordination.

Qualifications

5+ years of experience in operations coordination, executive support, or related roles.

Strong communication skills and attention to detail.

High emotional intelligence and the ability to build relationships.

Exceptional organizational skills and ability to manage priorities effectively.

Proactive mindset and problem-solving abilities.

Discretion in handling confidential information.

Proficiency in Microsoft Office and related tools.

Experience with travel and expense platforms and virtual meeting tools.

Desired Traits

We are looking for a reliable individual who thrives on organization, clear communication, and team support. Success in this role will depend on adaptability, professionalism, curiosity, and the ability to handle diverse responsibilities within a collaborative setting.