EXECUTIVE ASSISTANT

Job Type
Part-time

Description

Allegheny Financial Group is seeking an exceptionally organized, proactive, and highly discreet Executive Assistant to the President to provide executive-level administrative support and serve as a trusted strategic partner to the firm's President.

This is not a traditional administrative role. The successful candidate will manage competing priorities, anticipate needs, drive follow-through on key initiatives, and ensure important commitments, communications, and deadlines remain on track. The ideal candidate thrives in a fast-paced environment, exercises sound judgment, maintains a high degree of professionalism and confidentiality, and takes pride in creating structure, efficiency, and accountability.

This part-time role is primarily remote and offers meaningful scheduling flexibility. Because effective calendar, inbox, and priority management requires regular collaboration and responsiveness, the successful candidate must be available during agreed-upon business hours throughout the workweek. Occasional in-person meetings, planning sessions, and other business-related activities in the Pittsburgh office may be required.

Requirements

Key responsibilities include:

Executive Calendar & Priority Management

- Manage the President's calendar, scheduling, and meeting coordination to maximize effectiveness and alignment with business priorities.
- Proactively identify scheduling conflicts, competing priorities, and time-sensitive commitments.
- Ensure appropriate preparation, briefing materials, and transition time around key meetings and events.
- Exercise sound judgment in helping determine where the President's time and attention are most effectively allocated.

Executive Communications & Correspondence

- Monitor, organize, and prioritize incoming email and other communications.
- Identify matters requiring immediate attention and distinguish them from items that can be delegated or addressed at a later time.
- Draft routine correspondence, responses, and follow-up communications on behalf of the President.
- Maintain reliable systems and processes to ensure important messages, requests, commitments, and deadlines are addressed appropriately.

Project Coordination & Follow-Through

- Track commitments, decisions, action items, and deadlines arising from meetings, conversations, and ongoing initiatives.
- Follow up proactively with internal team members and external stakeholders to support timely completion of priorities and projects.
- Anticipate potential obstacles and address them before they become larger challenges.
- Maintain organized systems for executive priorities, projects, and outstanding action items.
- Provide regular status updates on key initiatives and outstanding commitments.

Organizational Coordination

- Serve as a point of contact for leadership team members, colleagues, clients, vendors, and outside professionals when appropriate.
- Coordinate discussions, gather information, and facilitate progress on critical initiatives.
- Exercise sound judgment regarding when to resolve matters independently, when to delegate, and when to escalate.
- Help ensure organizational priorities remain visible and moving forward through consistent communication and follow-through.

Administrative & Operational Support

- Coordinate meetings, occasional travel arrangements, and related logistics.
- Prepare meeting materials, reports, presentations, and supporting documentation.
- Handle confidential business, client, and personnel information with the highest degree of professionalism and discretion.
- Support special projects and other executive office initiatives as assigned.
- Recommend and implement process improvements that enhance efficiency, organization, and accountability.

Qualifications

You may be a strong fit if you have:

- Experience supporting a senior executive, President, CEO, business owner, or other C-suite leader.
- Exceptional organizational skills and the ability to manage multiple priorities while maintaining attention to detail.
- Strong judgment, initiative, and the ability to operate independently with minimal supervision.
- A proactive, solutions-oriented mindset and the ability to anticipate needs before they arise.
- Excellent written and verbal communication skills.
- Advanced proficiency with Microsoft 65, including Outlook, Teams, Word, Excel, and PowerPoint.
- Strong discretion and proven ability to handle confidential information.
- Experience in financial services, professional services, legal services, or another highly confidential environment is preferred.