Executive Assistant

About Pyrotecnico

For more than a century, Pyrotecnico has been engineering moments of celebration and wonder. We are the people and the pride behind world-class fireworks displays, breathtaking drone light shows, and the special effects that give live events their most electrifying moments.

Every great show is built by people who care deeply about every detail, every effect, and every moment. At Pyrotecnico, that's exactly who we are. If you thrive on big ideas and bold productions, you’ll feel right at home.

Position Summary / Objective

We are seeking a highly accomplished and discreet Executive Assistant to serve as the primary administrative partner to our Chief Executive Officer, with occasional support to other members of the Executive Team. This is a fully on-site, full-time position based in New Castle, PA.

The ideal candidate brings a polished professional background from a demanding, high-stakes environment, such as a financial institution, law firm, or similar professional services organization, and is accustomed to operating with a high degree of autonomy, confidentiality, and precision. This individual will be a trusted extension of executive leadership, managing complex schedules, sensitive communications, and critical administrative functions with professionalism and poise.

Role Responsibilities

The following duties represent the primary responsibilities of the role. This list is not exhaustive. The individual in this position will perform additional tasks as assigned, adhere to all provisions of the Employee Manual, and participate in company initiatives and projects.

Executive Support

• Manage the CEO’s complex and evolving calendar, including scheduling all internal and external meetings, resolving conflicts, and prioritizing requests aligned with organizational objectives.
• Serve as the primary point of contact between the CEO and internal/external stakeholders, including investors, clients, and executive peers.
• Screen, triage, and respond to correspondence on behalf of the CEO; draft communications, memos, and reports with accuracy and appropriate tone.
• Anticipate the needs of the CEO and proactively address logistical and administrative matters before they arise.
• Prepare briefing documents, meeting agendas, presentations, and background materials for executive meetings and engagements.

Travel & Logistics

• Coordinate complex domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries.
• Manage travel expense reporting and reconciliation in a timely and accurate manner.
• Anticipate and resolve travel disruptions or schedule conflicts with minimal direction.

Meeting & Event Coordination

• Organize and coordinate meetings, leadership team meetings, and executive off-sites, including preparation of agendas, logistics, and post-meeting documentation.
• Record accurate meeting minutes and track action items to ensure timely follow-through.
• Plan and execute executive-level events, dinners, and client engagements as needed.

Administrative Operations

• Manage confidential documents, contracts, and sensitive organizational information with strict discretion.
• Liaise with legal, finance, HR, and operations teams on behalf of the CEO to drive cross- functional initiatives and information flow.
• Handle special projects and strategic initiatives as assigned by the CEO.
• Provide occasional administrative support to the Executive Team as needed.

Work Environment

This is a fully on-site position at our New Castle, PA headquarters.

Physical Demands

This role involves mostly office work, including sitting, standing, walking, and using hands for typing and handling documents. Occasional lifting of light items may be required.

Position Type / Expected Hours of Work

Regular business hours apply, with flexibility expected as executive schedules demand. Some evening and weekend availability may be required to support CEO travel or time-sensitive matters.

Travel

This position requires negligible travel.

Required

• 5+ years of progressive experience as an Executive Assistant, Senior Administrative Assistant, or comparable role supporting senior leadership — preferably within a law firm, financial institution, bank, investment firm, or similarly professional and structured environment.
• Demonstrated experience managing complex executive calendars and high-volume correspondence across multiple time zones.
• Proven track record of handling sensitive and confidential information with complete discretion and professionalism.
• Superior written and verbal communication skills; ability to draft polished, error-free correspondence independently.
• Advanced proficiency in Google Workspace and Microsoft Office; familiarity with expense management and travel booking platforms.
• Exceptional organizational skills and attention to detail; ability to manage multiple competing priorities without sacrificing quality.
• Professional, poised demeanor with strong interpersonal skills and the ability to engage effectively with executives, clients, and external partners.

Preferred

• Experience supporting a CEO or equivalent C-suite executive in a corporate or professional services environment.
• Experience with document management systems, CRM platforms, or project management tools.
• Notary Public certification or willingness to obtain (particularly valued for candidates from legal backgrounds).
• Background in financial services, banking, or legal/professional services strongly preferred.
• Bachelor’s degree preferred; equivalent experience in a professional services setting will be considered.

Key Competencies

• Discretion & Confidentiality - Maintains absolute confidentiality in all matters; exercises sound judgment on sensitive situations.
• Executive Presence - Communicates and presents with professionalism; represents the office of the CEO with confidence and polish.
• Proactive Problem-Solving - Anticipates needs, identifies issues before they escalate, and brings solutions forward.
• Adaptability - Thrives in a fast-paced, dynamic environment; comfortable navigating ambiguity and shifting priorities.
• Dependability - Operates with a high degree of reliability and follow-through; the CEO and leadership team can count on this person unconditionally.