Executive Assistant

Job DetailsLevel: ExperiencedJob Location: New Castle, PA 16101Position Type: Full TimeSalary Range: $72,000.00 - $95,000.00Travel Percentage: NegligibleJob Category: Admin - ClericalAbout Pyrotecnico For more than a century, Pyrotecnico has been engineering moments of celebration and wonder. We are the people and the pride behind world-class fireworks displays, breathtaking drone light shows, and the special effects that give live events their most electrifying moments. Every great show is built by people who care deeply about every detail, every effect, and every moment. At Pyrotecnico, that's exactly who we are. If you thrive on big ideas and bold productions, you’ll feel right at home. Position Summary / Objective We are seeking a highly accomplished, proactive, and discreet Executive Assistant to serve as the primary administrative partner to our Executive Leadership Team. This is a fully on-site, full-time position based in New Castle, PA. The ideal candidate brings a polished professional background from a demanding, high-stakes environment, such as a financial institution, law firm, or corporate headquarters, and is accustomed to operating with a high degree of autonomy, confidentiality, and precision. This individual will serve as a trusted extension of our senior executives, seamlessly managing complex schedules, cross-functional communications, and critical administrative functions with professionalism and poise. Role Responsibilities The following duties represent the primary responsibilities of the role. This list is not exhaustive. The individual in this position will perform additional tasks as assigned, adhere to all provisions of the Employee Manual, and participate in company initiatives and projects. Executive Support Manage and coordinate complex, evolving calendars for members of the Executive Team, including scheduling internal/external meetings, resolving conflicts, and prioritizing requests aligned with organizational objectives. Serve as a primary point of contact between the Executive Team and internal/external stakeholders, including investors, clients, vendors, and department heads. Screen, triage, and respond to communications on behalf of leadership; draft high-quality memos, emails, and reports with accuracy and appropriate corporate tone. Anticipate the administrative and logistical needs of the executive team, preparing briefing documents, meeting agendas, presentations, and background materials ahead of key engagements. Travel & Logistics Coordinate complex domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries. Manage travel expense reporting and reconciliation in a timely and accurate manner. Anticipate and resolve travel disruptions or schedule conflicts with minimal direction. Meeting & Event Coordination Organize and coordinate meetings, leadership team meetings, and executive off-sites, including preparation of agendas, logistics, and post-meeting documentation. Record accurate meeting minutes and track action items to ensure timely follow-through. Plan and execute executive-level events, dinners, and client engagements as needed. Administrative Operations Manage confidential documents, contracts, and sensitive organizational information with strict discretion. Liaise across legal, finance, HR, and operations teams to drive information flow and ensure executive initiatives are moving forward. Handle special projects and strategic administrative tasks as assigned by the leadership team. Work Environment This is a fully on-site position at our New Castle, PA headquarters. Physical Demands This role involves mostly office work, including sitting, standing, walking, and using hands for typing and handling documents. Occasional lifting of light items may be required. Position Type / Expected Hours of Work Regular business hours apply, with flexibility expected as executive schedules demand. Some evening and weekend availability may be required to support time-sensitive matters or executive travel. Travel This position requires negligible travel. Compensation & Benefits Salary Range: $72,000 – $95,000 per year. The final salary offered will be commensurate with the candidate's skills, qualifications, education, and relevant professional experience. We also offer a comprehensive benefits package to eligible employees, which includes: Comprehensive health, dental, and vision insurance Paid time off and holidays Retirement plan with employer contribution Professional development opportunities QualificationsRequired 5+ years of progressive experience as an Executive Assistant, Senior Administrative Assistant, or comparable role supporting senior leadership — preferably within a law firm, financial institution, bank, investment firm, or similarly professional and structured environment. Demonstrated experience managing complex executive calendars and high-volume correspondence across multiple time zones. Proven track record of handling sensitive and confidential information with complete discretion and professionalism. Superior written and verbal communication skills; ability to draft polished, error-free correspondence independently. Advanced proficiency in Google Workspace and Microsoft Office; familiarity with expense management and travel booking platforms. Exceptional organizational skills and attention to detail; ability to manage multiple competing priorities without sacrificing quality. Professional, poised demeanor with strong interpersonal skills and the ability to engage effectively with executives, clients, and external partners. Preferred Experience supporting a CEO or equivalent C-suite executive in a corporate or professional services environment. Experience with document management systems, CRM platforms, or project management tools. Notary Public certification or willingness to obtain (particularly valued for candidates from legal backgrounds). Background in financial services, banking, or legal/professional services strongly preferred. Bachelor’s degree preferred; equivalent experience in a professional services setting will be considered. Key Competencies Discretion & Confidentiality - Maintains absolute confidentiality in all matters; exercises sound judgment on sensitive situations. Executive Presence - Communicates and presents with professionalism; represents the office of the CEO with confidence and polish. Proactive Problem-Solving - Anticipates needs, identifies issues before they escalate, and brings solutions forward. Adaptability - Thrives in a fast-paced, dynamic environment; comfortable navigating ambiguity and shifting priorities. Dependability - Operates with a high degree of reliability and follow-through; the CEO and leadership team can count on this person unconditionally.