Executive Assistant

About 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 organized and proactive Executive Assistant to serve as a key administrative partner to our Executive Leadership Team. This is a fully on-site, full-time position based in New Castle, PA. The ideal candidate is an administrative professional who is passionate about the live entertainment and events industry and exceptionally detail-oriented. This role is a fantastic opportunity for an ambitious Administrative Assistant looking to step up, or an established Executive Assistant who excels at operating with a high degree of autonomy, confidentiality, and precision. You will serve as a trusted extension of our senior executives, seamlessly managing schedules, tracking cross-functional communications, and coordinating daily administrative functions with confidence and composure. 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. Manage executive correspondence by reviewing incoming messages to identify priority action items, and tracking outgoing communications to ensure responses are received and executive requests are successfully resolved. Proactively anticipate the administrative and logistical needs of the executive team, maintaining a forward-looking approach to clear roadblocks before they arise. Travel & Logistics Maintain and manage a complex executive travel calendar, ensuring visibility and alignment across the leadership team. Proactively communicate upcoming travel plans, itineraries, and schedule changes across the executive team and relevant stakeholders. Complete, manage, and reconcile travel expense reporting in a timely and accurate manner. Meeting & Event Coordination Organize and coordinate meetings, leadership team syncs, and executive off-sites, including preparation of agendas, logistics, and post-meeting documentation. Anticipate and resolve complex schedule conflicts and meeting disruptions with minimal direction. Record accurate meeting minutes, tracking and driving post-client and post-stakeholder action items and communications to ensure timely follow-through. Plan and execute events, dinners, and client engagements as needed. Administrative Operations Manage confidential documents, contracts, and sensitive organizational information with strict discretion. Utilize and leverage AI tools and modern administrative technologies to optimize workflows, automate routine office tasks, and enhance productivity. 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. Travel This position requires negligible travel.