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Part Time Administrative Assistant Pittsburgh, PA
Pittsburgh, PA
Skills: Administrative Assistant
Job description Job insights Screening questions Candidate pipeline
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Experience level: Associate Experience required: 3 Years Education level: All education level Job function: Administrative Industry: Defense & Space Pay rate : View hourly payrate Total position: 1 Relocation assistance: No Visa : Only US citizens and Greencard holders
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