Office Administrator - Pittsburgh, PA

Executive Assistant / Office Administrator On behalf of VetJobs/MilitarySpouseJobs, thank you for your interest. We are assisting our partnering company with this position. It is open to veterans, transitioning military, national guard members, military spouses, wounded warriors, and their caregivers. If you have the required skill set, education requirements, and experience, please follow for next steps. The executive assistant / office administrator provides critical administrative and operational support to senior leadership while serving as the primary office administration resource for the site. This role ensures the smooth day-to-day functioning of office operations, documentation, transactions, and cross-functional administrative processes across sales, customer service, hr, it, and finance. The role requires a highly organized, detail-oriented professional who can manage office workflows, records, and transactional processes with accuracy and efficiency, while also supporting executives with scheduling, communications, and meeting preparation. Success in this role depends on strong organizational discipline, sound judgment, and the ability to manage multiple priorities in a fast-paced environment. Key Responsibilities Office Administration & Operations Serve as the primary administrator for day-to-day office operations, ensuring efficient workflow, organization, and documentation. Maintain, file, and retrieve corporate records, reports, shipping documents, and regulatory documentation. Manage office supplies, records databases, and general office systems to ensure accuracy and availability. Open, sort, and distribute incoming mail, emails, and correspondence. Act as the on-site administrative point of contact for corporate IT and external vendors. Assist with ISO documentation updates, audits, and record maintenance. Business & Transactional Administration Perform administrative financial tasks, including basic bookkeeping and data entry. Enter purchasing requisitions across multiple sites as required. Process customer service orders, sales quotes, rmas, and rma disposition documentation. File and manage shipping orders and related documentation. Request new item numbers and support related system administration. Complete tgo documentation for applicable product lines. Executive & Leadership Support Provide administrative support to senior leadership, including calendar management, meeting coordination, and preparation. Prepare reports, financial statements, presentations, and business correspondence. Accurately record and distribute meeting minutes. Coordinate executive travel arrangements as required. Serve as a professional first point of contact for visitors and incoming calls, prioritizing access as appropriate. Cross-Functional Administrative Support Provide administrative support to sales teams across multiple locations and product lines. Assist human resources with onboarding, new hire documentation, payroll support, and general hr administration. Provide backup and overflow administrative support across sites and functions as needed. Qualifications & Experience 35 years of experience in office administration, executive assistance, or senior administrative support roles. Demonstrated experience managing office operations, documentation, and transactional workflows. Advanced proficiency across the full Microsoft Office suite (Word, Excel, PowerPoint, Outlook). Strong organizational skills with the ability to manage multiple priorities and deadlines. Proactive problem solver with strong attention to detail and sound judgment. Professional-level verbal and written communication skills. Experience supporting both on-site and virtual leadership preferred. Education: high school diploma or equivalent required. Pay: $50,000.00 - $60,000.00 per year Benefits: 401(k), health insurance, paid time off

Created: 2026-03-08