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This position is a direct report to the CEO, the Senior Executive Assistant will play a critical role in optimizing the CEOs effectiveness, ensuring smooth day-to-day operations, and serving as a trusted partner and gatekeeper. This position requires exceptional judgment, discretion, organizational skills, and the ability to operate in a fast-paced, highly innovative environment. The Senior Executive Assistant will manage daily communication with senior leadership, external stakeholders, board members, and other key partners.

Here is how the Senior Executive Assistant to the CEO will help: 

• Represent ACAA as an extension of the CEO with professional presence and a proactive approach, fostering teamwork and collaboration, while anticipating internal and external customer needs.
• Act as the primary CEO Support and Representative, keeping the CEO well-informed of upcoming commitments, issues, and updates
• Maintain the calendar and schedule for the CEO.
• Primary contact for the CEO for internal/external inquiries; review and coordinate CEO correspondence and e-mails, respond when required for the CEO; redirect inquiries to others in the organization when needed. Manage the CEO’s social channels, including inboxes and invitation management.
• Serve as the Board Liaison. Communicates with other executives, board members, and external stakeholders on behalf of the CEO
• Work with the Executive Communications Manager and Chief Communications Officer  or their designee for all speaking engagements for the CEO, ensuring all materials are finalized for engagements, including documents, materials, equipment, PPTs with talking points, etc.
• Coordinate all complex travel itineraries for the CEO and Board Members when required. Manage highly complex calendar for meetings, travel arrangements, and competing requests for the CEO’s time from others
• Prepare expense reports related to domestic / international travel; tracks vehicle mileage.
• Filing, including managing digital filing systems on multiple platforms, labeling, and organizing digital files, and aligning with applicable legal, company and personal requirements for filing systems.
• Coordinate phone calls for the CEO.
• Maintain strict confidentially regarding communication, activities, actions and responsibilities with a high level of integrity.
• Perform other related tasks as assigned or required.

Executive Support

• Manage sensitive matters with a high level of confidentiality and discretion.
• Manage complex calendar and scheduling needs, ensuring optimal time management and alignment with strategic priorities.
• Coordinate and prepare materials for meetings, including agendas, briefs, presentations, and follow-ups.
• Act as the primary liaison between the CEO and internal/external stakeholders.
• Handle sensitive and confidential information with absolute discretion.
• Serve as a proxy to the CEO in various types of communications.
• Coordinate all complex travel itineraries for the CEO and Board Members when required. Manage highly complex calendar for meetings, travel arrangements, and competing requests for the CEO’s time from others

Strategic and Operational Support

• Track and help drive key initiatives and projects, ensuring timely follow-up and accountability.
• Prepare detailed written communications, reports, and executive summaries.
• Organize and support meetings, including timely distribution of pre- and post- meeting materials, and ensure CEO is adequately prepared for meetings.
• Follow up on action items, including interaction with internal staff as well as external partners.
• Primary contact for the CEO for internal/external inquiries; review and coordinate CEO correspondence and e-mails, respond when required for the CEO; redirect inquiries to others in the organization when needed.
• Manage the CEO’s social channels, including inboxes and invitation management.
• Serve as the Board Liaison. Communicates with other executives, board members, and external stakeholders on behalf of the CEO.
• Work with the Executive Communications Manager and Chief Communications Officer or their designee for all speaking engagements for the CEO, ensuring all materials are finalized for engagements, including documents, materials, equipment, PPTs with talking points, etc.
• Prepare expense reports related to domestic / international travel, tracks vehicle mileage.
• Perform other related tasks as assigned or required.

The successful candidate for the role of Senior Executive Assistant to the CEO will demonstrate the following key competencies needed in our culture:

• Communication - Proactively conveys a clear, convincing, and timely message; Communicates effectively using two-way communication through strong verbal, written, and listening skills
• Strategic Thinking - Thinks “big picture”; Forward thinking and adept at seeing future outcomes and results; Commits to a course of action to accomplish individual, team and organizational goals
• Team Builder - Recognizes the value of teamwork and being an effective contributor to the team that drives desired results
• Customer Centricity - Aware of customer needs and the prioritization of our customers both internal and external; Makes decisions with customer in mind; Builds strong customer relationships

Qualifications

Requirements

The following requirements list the minimum education/training/experience required to qualify for this job. An equivalent combination of education and experience may be accepted.

• Bachelor’s degree in Business (or similar) from an accredited college or university.
• 5+ years of experience as an Executive Assistant supporting C- level executives, preferably in a high-growth, fast paced environment.

• Proven ability to manage complex calendars, projects, and priorities with minimal oversight.
• Experience planning board meeting, such as scheduling, preparing materials, and follow-up communications.
• Proven ability to manage an executive office.
• Experience working with senior level staff and communicating goals, plans, etc.

• Exceptional written and verbal communication skills.
• High level of professionalism, integrity, and discretion in handling confidential information.
• Ability to deal professionally with internal and external partners at all levels as friendly facilitator.
• Self-motivated; able to work with little or no guidance and make sound decisions under pressure.
• Strong organizational and project management skills, with a keen attention to detail.
• Tech-savvy, with proficiency in Microsoft Office suites, and other modern productivity tools such as Teams, Asana, SharePoint, etc.
• Ability to thrive in a fast-paced, ambiguous, and innovative environment.

• Ability to travel occasionally.
• Flexibility to be available after hours/on weekends to support meetings and handle urgent issues.

• Possess, or obtain prior to employment, a valid driver’s license. Note: license must be maintained throughout employment.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms, and talk or hear.  The employee is occasionally required to stand; walk; climb or balance, and stoop, kneel, crouch, or crawl.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, and ability to adjust focus.

Working Conditions

The noise level in the work environment is usually quiet.

Medical Examination

Employment is contingent upon the results of a post-offer (initial employment or promotion) physical examination performed by the Authoritys examining physician.

Pre-Employment Drug Testing

Employment is contingent upon the results of a post-offer (initial employment or promotion) drug screening.  Continued employment may be subject to drug and alcohol testing conducted without advance notice and without individualized suspicion.

Pre-Employment Background Investigation

Ability to successfully pass a thorough investigation consisting of a criminal history check (including but not limited to the requirements of TSR 1542.209), verification of prior employment and performance, reference and credentials checks, and in some cases credit history.

EEO

Equal Opportunity Employer. We consider applicants for all positions without regard to race, color, creed, religion, sex, age, national origin, marital status, veteran status, or disability.

Don’t meet every requirement?

Studies have shown that women and people of color are less likely to apply to jobs if they don’t meet every single qualification. As a Smarter Airport, we recognize that talent is not always related job history and skills come from valuable experiences that aren’t always shown on a resume. If you are excited to make a positive change for our region, but your experience doesn’t align perfectly, we encourage you to apply. You may be the right candidate for our organization, whether it be this role or another.

Caring For Our Crew

At ACAA, we’ve got you covered. That applies to how we equip, empower, and enable our people to do their jobs. It also applies to our benefits, which are broader and more valuable than what many other employers offer:

• We offer two plan options for healthcare coverage from high-quality insurance carriers, as well as an ACAA-funded Health Reimbursement Account (HRA) that will help offset the cost of many medical expenses.

• ACAA employees pay almost $1,200 less per year in healthcare payroll contributions than the average employee in other companies, according to spanet surveys.
• When HRA funding is included, the health-plan deductibles paid by ACAA employees are about $1,200 lower on average than the costs paid by employees of other companies.
• ACAA does not require that employees meet a separate deductible for pharmacy expenses before prescription-drug coverage kicks in.

• ACAA’s dental plans (included with healthcare coverage) offer an option covering children’s orthodontia.

• Employees also can take advantage of a Flexible Spending Account (FSA) to help pay for health care and dependent care expenses on a pre-tax basis.

• All eligible full-time ACAA employees participate in the Allegheny County Employees Pension Plan, a defined-benefit plan that vests after 10 years of service.

• Employees also may participate in a Deferred Compensation Plan, which allows them to contribute part of their pay on a pre-tax basis into long-term retirement investments.

• A robust Employee Assistance Program (including access to free counselling sessions, financial guidance, and care coordination), life insurance options, a wellness program, and eligibility for the Public Service Loan Forgiveness program round out ACAA’s exemplary benefits.

About Allegheny County Airport Authority

Allegheny County Airport Authority, which manages Pittsburgh International Airport (PIT) and Allegheny County Airport (AGC), is committed to transforming Pittsburgh’s airports to reflect and serve the community, inspire the industry, and advance the region’s role as a world leader.

Pittsburgh International Airport serves nearly 10 million passengers annually on 17 carriers and was named by Fast Company magazine as One of the Most Innovative Companies in the World as well as a finalist in its World Changing Ideas awards, both in 2020. PIT’s first-of-its-kind microgrid – which completely powers the airport campus through natural gas and solar energy – has won numerous awards for resiliency and sustainability.

PIT is in the midst of an ambitious terminal modernization that will make the passenger experience more efficient and deliver real opportunity for the region. The $1.4 billion new terminal program will construct a smarter, greener airport, inspired by the best of our region. The updated terminal lands in 2025 and will be the first airport terminal in the U.S. to be built from the ground-up post-pandemic, designed and constructed with the highest public health standards in mind.