Executive Assistant to the President and CEO
Company:Scalo Incorporated
FT/PT Status:Regular Full Time
Job Code:24-PITTSBURGH-5-010

Job Responsibilities:

The Scalo Companies is seeking an executive-level assistant who will support the president of The Scalo Group of Companies, learn about the businesses, and be attuned to the president’s priorities to maximize his results in various functions and operations of his companies.

Our company culture is centered around hard work, fun, trust, and transparency. We value alignment with autonomy, measured results, and "People Power" with a focus on recognition and appreciation

Primary Job Tasks and Responsibilities:

  • Provide significant administrative and operational support to the president as the primary function
  • Answer and manage incoming calls to maximize the president’s time spent on various functions and operations throughout the business
  • Liaise with internal staff at all levels and with external clients on the president’s behalf
  • Provide limited assistance to executive staff as part of secondary responsibilities
  • Maintain the president’s personal quick books accounts and related items as needed to provide personal support
  • Manage and maintain executives' schedules, including scheduling travel and travel arrangements, making appointments, and making changes to appointments
  • Coordinate advisory board meetings and communicate with the board with updates on highlighted items
  • Record, transcribe and distribute minutes of meetings as necessary
  • Monitor, screen, respond to, and distribute incoming communications to appropriate personnel in a timely and efficient manner
  • Develop a relationship where you're able to anticipate the needs of the president and CEO
  • Prepare reports, collect, and analyze information, prepare presentations, communications, proposals, subcontracts, and other documents
  • Prepare and edit correspondence, communications, proposals, subcontracts, presentations, and other documents
  • Conduct research, collect and analyze data to prepare reports and documents
  • Arrange and coordinate meetings and events
  • Event planning for leadership retreats, company events, board meetings, etc.
  • Receive and interact with incoming visitors
  • Coordinate project-based work
  • Review operating practices and implement improvements where necessary
  • File and retrieve documents and reference materials
  • Gather and submit invoices, check requests, and expense reports
  • Complete other tasks as needed including urgent tasks such as schedule and travel changes during after-work hours
  • Complete routine task list efficiently and timely without reminders
  • Perform other duties as assigned

Job Qualifications:
  • 5+ years experience providing high-level support
  • Prior construction industry a plus
  • Proficient computer skills and in-depth knowledge of the MS Office Suite
  • Able to work outside standard business hours – including being available for calls on weekends/evenings
  • Knowledge of project management programs preferred
  • Knowledge of standard office administrative practices and procedures
  • Experience in scheduling and coordinating projects involving multiple groups
  • Ability to manage multiple tasks and be highly organized
  • Impeccable communication skills and amiable personality
  • Essential traits include flexibility, dependability including reliable transportation and a valid driver’s license, taking initiative, maintaining confidential information, and completing work with an elevated level of attention to detail and accuracy
  • Ability to set priorities, problem solve, make sound decisions, and adapt to changing situations quickly
  • College degree preferred
  • Notary preferred
  • Spanish language skills preferred
  • Competitive salary and incentive opportunities
  • Paid time off (PTO) and paid company holidays
  • Health Insurance
  • Vision Insurance
  • Dental insurance
  • Company-paid life insurance
  • Short-term and Long-term Disability Insurance
  • 401(k) with company match
  • Health Savings Account with company contribution
  • Employee Assistance Program (EAP)

Work Environment Conditions:

This position will be primarily comprised of sitting, standing, walking, bending, and computer work at a desk with some light lifting.