Marvista Design + Build is hiring: Executive Assistant in Pittsburgh

Job Title: Executive Assistant

Location: Pittsburgh, PA Company: Marvista Design + Build Employment Type: Full-time

About Us: Marvista Design + Build is a premier residential renovation and new construction firm serving the greater Pittsburgh area. From historic home remodels to modern custom builds and multifamily portfolio renovations, we deliver exceptional design and construction experiences under one roof. In addition to our client projects, we own and manage a growing portfolio of multifamily properties that we actively renovate and reposition.

Overview:

Marvista Design + Build (www.marvistadb.com) is seeking a highly organized and detail-oriented Executive Assistant to provide administrative support to our executive team. The ideal candidate will be proactive, resourceful, and able to handle a wide range of administrative and executive support-related tasks.

About the Role

We are seeking a highly organized and proactive Executive Assistant to support our ownership team. The ideal candidate will possess exceptional communication skills, be detail-oriented, and capable of managing multiple tasks with ease. This role requires someone who can maintain confidentiality, exercise discretion, and anticipate the needs of our executives.

Responsibilities:

- Manage owners' calendars and schedule appointments

- Coordinate meetings, conferences, and travel arrangements

- Prepare reports, presentations, and correspondence

- Perform data entry and maintain accurate records

- Assist in office management duties such as ordering supplies and managing office equipment

- Handle incoming calls and emails with professionalism and discretion

Key Responsibilities

• Calendar Management: Coordinate and manage owners' calendars, scheduling appointments, meetings, and travel arrangements as needed.
• Communication Management: Handle incoming and outgoing communications, including emails, phone calls, and written correspondence. Prioritize and filter messages to ensure the executives' attention is focused on critical matters.
• Meeting Coordination: Arrange and prepare materials for meetings, take minutes, and follow up on action items to ensure deadlines are met.
• Travel Arrangements: Plan and organize travel itineraries, including flights, accommodations, transportation, and visa arrangements.
• Event Planning: Assist in organizing and coordinating corporate events, including logistics, catering, and guest arrangements.
• Document Management: Maintain and organize digital and physical files, ensuring easy access to important documents and information.
• Expense Management: Track and reconcile expenses, prepare expense reports, and manage invoices for approval and payment.
• Task Prioritization: Assess and prioritize tasks based on urgency and importance, ensuring deadlines are met and objectives are achieved.
• Confidentiality and Discretion: Handle sensitive information with the utmost confidentiality and discretion, maintaining privacy and security at all times.
• Office Management: Assist in various administrative tasks, including office supplies management, coordinating maintenance requests, and liaising with building management.

Qualifications and Skills

• Experience: Previous experience as an Executive Assistant or in a similar administrative role is preferred.
• Communication: Excellent verbal and written communication skills, with the ability to interact professionally with internal and external stakeholders.
• Organization: Strong organizational skills with a keen attention to detail and the ability to manage multiple tasks simultaneously.
• Problem-Solving: Proactive and resourceful problem solver, capable of anticipating challenges and finding solutions.
• Technology Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Google Office Suite and other relevant software applications.
• Discretion: Demonstrated ability to handle confidential information with discretion and integrity.
• Adaptability: Flexible and adaptable to changing priorities and environments, with the ability to thrive in a fast-paced, dynamic work environment.

Compensation & Benefits:

• Salary $55,000 -$60,000
• Matching 401(k)
• Generous PTO program
• Opportunities for career growth and leadership within a dynamic, growing company
• Collaborative, high-performance culture focused on craftsmanship, service, and innovation

Success Criteria

You'll excel in this role if you demonstrate:

• A strong administrative foundation
• Excellent written and verbal communication skills
• Ability to prioritize and manage multiple tasks effectively
• Adaptability and willingness to learn
• Proactive approach to problem-solving
• Discretion and confidentiality in handling sensitive information

This is an excellent opportunity for a dedicated professional looking to support senior executives in a dynamic work environment. If you have the required skills and experience, we invite you to apply for this rewarding position.