Executive Assistant - Innovation Works, Inc.

Job Description: Executive Assistant

Reports To: Chief Strategy Operations Officer (CSOO)

Assists: Managing Directors of Life Sciences, Software, Hardware, and Accelerators

Location: Pittsburgh, PA

About Innovation Works, Inc.

Innovation Works, Inc. is a leading nonprofit organization dedicated to supporting and accelerating the growth of technology startups in Pittsburgh. Through our programs such as AlphaLab and AlphaLab Health, we provide entrepreneurs with the resources, funding, and mentorship necessary to succeed. Our mission is to foster innovation and drive economic development within the region.

 Position Overview

We are seeking a highly organized and proactive Executive Assistant to support our Chief Strategy Operations Officer (CSOO) and assist his team. The ideal candidate will have 5 to 10 years of experience in an executive support role, preferably with the Managing Partner of a large law firm. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities efficiently.

Key Responsibilities

Administrative Support:

• Provide high-level administrative support to the CSOO and team, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Handle confidential and sensitive information with discretion.
• Prepare and edit correspondence, reports, presentations, and other documents.

Meeting Coordination:

• Organize and prepare materials for meetings, including agendas, briefing documents, and follow-up actions.
• Attend meetings, take minutes, and ensure timely distribution of materials.
• Coordinate logistics for board meetings, executive team meetings, and other key events.

Project Management:

• Assist in the planning and execution of special projects and initiatives led by the CSOO and Managing Directors.
• Track project timelines, and deliverables, and ensure that deadlines are met.
• Facilitate communication and collaboration across different departments and teams.

Communication:

• Serve as a point of contact for internal and external stakeholders.
• Manage incoming and outgoing communications, including phone calls, emails, and mail.
• Draft and proofread communications on behalf of the CSOO and Managing Directors.

Office Management:

• Oversee the organization and maintenance of office supplies and equipment.
• Ensure the office environment is professional, welcoming, and efficient.
• Coordinate with IT and other service providers to address any office-related issues.

Qualifications

• Bachelor’s degree in Business Administration, Communications, or a related field. Preferred, Master’s Business.
• 5 to 10 years of experience as an executive assistant or in a similar role, preferably within a law firm.
• Strong organizational and time management skills with the ability to handle multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• High level of professionalism, integrity, and discretion in handling confidential information.
• Strong interpersonal skills and the ability to work collaboratively with diverse teams.
• Experience in project management and event coordination is a plus.

Innovation Works, Inc. is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.