Part Time Administrative Assistant

3 days a week, preferably Tuesday, Wednesday, Thursday

2 days a week in office, 1 day remote

 Job Summary

The administrative assistant position is responsible for providing administrative support to managers and their staff of close to 100 people. Duties include scheduling and facilitating interviews; making travel arrangements; preparing expense reports; and other ad hoc responsibilities which relieve the managers and their staff of administrative details allowing them to concentrate on other business activities. The administrative assistant is expected to demonstrate poise, initiative, trustworthiness, timeliness, precision, and adherence to confidentiality at all times.

Pittsburgh is home to the Viz Center of Excellence. The Viz team supports the development of systems and capabilities centered on visualization-based interaction, deep collaboration, user-defined operating pictures and enterprise frameworks. Our team makes software that supports our men and women in the military; emergency responders here at home; and researchers and data analysts around the world.  We’re a passionate, close-knit group of thinkers and doers that craft truly unique one-of-a-kind solutions in an open office environment. We look forward to you joining our team!

General Duties/Tasks/Behaviours: 

• Schedule phone interviews and remote panel interviews
• Work closely with Talent Acquisition and Recruiting Administrator to track status of candidates
• Make travel arrangements in compliance with company travel policy
• Prepare expense reports
• Communicate professionally and effectively with employees and customers and builds collaborative relationships
• Work effectively with a geographically dispersed and frequently virtual team
• Collaborate with others to improve processes and procedures

Office Support:

• Answer telephone and route calls
• Assist with logistics for onsite meetings including reserving meeting rooms, meal coordination, prepping conference rooms and coordination with on-site facilities and IT staff
• Provide on-site administrative support (greeting customers, setting up room, receiving catered meals) for on-site meetings
• Order and maintain office, printer, and kitchen supplies
• Maintain kitchen, conference rooms, printers, and common spaces
• Coordinate shipping and receiving of packages and incoming and outgoing mail
• Prepare/Submit forms for shipment approval
• Provide various administrative support to projects as needed
• Update the office visitor calendar as necessary

Knowledge, Skills and Abilities:

• Basic understanding of the general and technical aspects of the job and the company
• Ability to work with moderate supervision, instruction or guidance
• Works well as a team member.
• General organization and time management skills, attention to detail, and ability to multi-task high priorities.
• Ability to demonstrate professional written and oral communications
• General interpersonal skills and a professional demeanor in interacting with a wide variety of people
• Ability to work effectively with a geographically dispersed and frequently virtual team
• Effectively and efficiently works within time constraints and adjust to changing circumstances
• Self-starter who can work independently, within established procedures
• Follows procedures to ensure consistent work performance
• Applies discretion when dealing with sensitive information/situations
• Must have a working knowledge of Microsoft Office, to include Outlook, Word, Excel, and PowerPoint
• Should have strong attention to detail and a penchant for accuracy
• Must have good writing and editing skills, vocabulary, and grammar
• Should have experience in managing information and tasks easily
• Requires current information technology skills and experience
• Contact with internal and external co-workers, managers, directors, and executives, executive staff, employees, and administrative staff, external customers

MUST HAVE

A minimum of 2 years of administrative or business experience.

NICE TO HAVE

Related Vocational Training.