Executive Office Administrator
Pittsburgh Ballet Theatre, Pittsburgh, PA, United States
Executive Office Administrator
The Executive Office Administrator serves as a central operational and administrative partner supporting Pittsburgh Ballet Theatre's executive leadership. This role is responsible for overseeing front-of-house operations and acting as a key point of coordination for internal and external stakeholders, including visitors, staff, and vendors. The position provides high-level administrative support to the Executive Director and Senior Leadership, ensuring priorities are executed efficiently and professionally. This role is instrumental in driving seamless day-to-day office operations, facilitating effective communication across departments, and upholding a polished, welcoming, and service-oriented environment that reflects the organization's standards and reputation.
Reporting to the Director of Finance and Operations, this role requires a highly organized and proactive professional with a proven ability to take initiative and drive outcomes, effectively managing multiple administrative priorities.
Key Responsibilities
Manage the daily operations of the PBT front desk, serving as the first point of contact for visitors, students, parents, and vendors.
Assist the PBT Dance & Fitness Manager with daily/weekly admin tasks.
Assist the PBT School Dean with daily/weekly admin tasks.
Answer and route incoming phone calls and general inquiries.
Maintain a professional, welcoming front office environment.
Manage incoming and outgoing mail, packages, and deliveries.
Coordinate office supply inventory and place orders as needed.
Assist with scheduling meetings, managing calendars, and coordinating appointments.
Support correspondence, document preparation, and general administrative tasks.
Coordinate Board of Trustees communications, including distributing materials, assisting with meeting logistics, and maintaining organized records of board communications.
Ability to maintain confidentiality and exercise discretion when handling sensitive information related to leadership, board communications, and organizational matters.
Coordinate scheduling and logistics for meetings involving board members, donors, and key external stakeholders.
Assist the Executive Director with tracking follow-ups and action items related to board meetings, leadership discussions, and strategic initiatives.
Coordinate vendor visits, service scheduling, and general office-related maintenance requests & communicate with internal departments regarding vendor needs or scheduled work within the building.
Provide logistical support for internal meetings and small events as needed in coordination with the operations and school production coordinator.
Assist with general administrative projects and cross-department coordination.
Support internal communication and information flow across departments when appropriate.
Qualifications
3-5 years of experience in an administrative support role supporting executive-level staff.
Strong organizational skills, with the ability to prioritize and manage multiple projects.
Self-starter with the ability to anticipate needs, identify tasks that require attention.
High level of attention to detail and commitment to accuracy.
High level of proficiency in Microsoft Office and standard office technology.
Maintaining a highly organized front office environment.
Routinely move boxes containing up to 20 lbs.
Prolonged periods of sitting, standing and computer work
Pittsburgh Ballet Theatre provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
The Executive Office Administrator serves as a central operational and administrative partner supporting Pittsburgh Ballet Theatre's executive leadership. This role is responsible for overseeing front-of-house operations and acting as a key point of coordination for internal and external stakeholders, including visitors, staff, and vendors. The position provides high-level administrative support to the Executive Director and Senior Leadership, ensuring priorities are executed efficiently and professionally. This role is instrumental in driving seamless day-to-day office operations, facilitating effective communication across departments, and upholding a polished, welcoming, and service-oriented environment that reflects the organization's standards and reputation.
Reporting to the Director of Finance and Operations, this role requires a highly organized and proactive professional with a proven ability to take initiative and drive outcomes, effectively managing multiple administrative priorities.
Key Responsibilities
Manage the daily operations of the PBT front desk, serving as the first point of contact for visitors, students, parents, and vendors.
Assist the PBT Dance & Fitness Manager with daily/weekly admin tasks.
Assist the PBT School Dean with daily/weekly admin tasks.
Answer and route incoming phone calls and general inquiries.
Maintain a professional, welcoming front office environment.
Manage incoming and outgoing mail, packages, and deliveries.
Coordinate office supply inventory and place orders as needed.
Assist with scheduling meetings, managing calendars, and coordinating appointments.
Support correspondence, document preparation, and general administrative tasks.
Coordinate Board of Trustees communications, including distributing materials, assisting with meeting logistics, and maintaining organized records of board communications.
Ability to maintain confidentiality and exercise discretion when handling sensitive information related to leadership, board communications, and organizational matters.
Coordinate scheduling and logistics for meetings involving board members, donors, and key external stakeholders.
Assist the Executive Director with tracking follow-ups and action items related to board meetings, leadership discussions, and strategic initiatives.
Coordinate vendor visits, service scheduling, and general office-related maintenance requests & communicate with internal departments regarding vendor needs or scheduled work within the building.
Provide logistical support for internal meetings and small events as needed in coordination with the operations and school production coordinator.
Assist with general administrative projects and cross-department coordination.
Support internal communication and information flow across departments when appropriate.
Qualifications
3-5 years of experience in an administrative support role supporting executive-level staff.
Strong organizational skills, with the ability to prioritize and manage multiple projects.
Self-starter with the ability to anticipate needs, identify tasks that require attention.
High level of attention to detail and commitment to accuracy.
High level of proficiency in Microsoft Office and standard office technology.
Maintaining a highly organized front office environment.
Routinely move boxes containing up to 20 lbs.
Prolonged periods of sitting, standing and computer work
Pittsburgh Ballet Theatre provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.