Office Operations & Administrative Specialist

Aon is looking for an Executive Assistant in our Pennsylvania office! 

Role Summary

The Senior Administrative Assistant is a full-time, office-based role responsible for providing a combination of administrative support, workplace services, and on-site event assistance. This role serves as a visible and trusted on-site resource, helping colleagues, leaders, clients, and visitors navigate the office environment smoothly and professionally.

The role is designed for an individual who is highly organized, service-oriented, proactive, and comfortable balancing administrative responsibilities with hands-on workplace support. The Sr. Administrative Assistant plays an important role in creating a consistent, welcoming, and productive in-office experience.

Working Model

• Full-time, five days per week in the office in our Pittsburgh, PA office.
• Requires regular interaction with colleagues, senior leaders, clients, visitors, vendors, Facilities, IT, Security, and other workplace partners.

Aon is in the business of better decisions

At Aon, we shape decisions for the better to protect and enrich the lives of people around the world.

As an organization, we are united through trust as one engaged team and we are passionate about helping our colleagues and clients succeed.

Ideal Candidate Profile

This role is ideal for a highly organized, service-oriented professional who enjoys being in the office, creating positive experiences for others, and serving as a dependable resource for administrative, workplace, VIP, and event-related needs. The successful candidate will be proactive, polished, flexible, and comfortable balancing hands-on support with strong coordination, judgment, and follow-through.

How this opportunity is different

Administrative Support

• Provide administrative support to assigned consumers and business leaders, including calendar management, scheduling, travel planning, and expense reporting.
• Prepare, print, distribute, and organize business documents, presentations, meeting materials, and other administrative resources.
• Coordinate virtual, in-person, and off-site meetings, including invitations, conference rooms, technology, materials, catering, and related logistics.
• Prepare agendas, capture notes, document decisions, and monitor action items when requested.
• Manage ad hoc requests with professionalism, accuracy, discretion, and a high level of responsiveness.

What the day will look like

Workplace and General Location Services:

• Serve as an on-site point of contact for office operations, workplace readiness, and general location services.
• Support meeting room reservations, room setup, equipment testing, audiovisual coordination, and meeting materials.
• Assist with reception and guest services, including greeting visitors, coordinating access, supporting front desk coverage, and responding to general inquiries.
• Coordinate workplace facilities needs, including office supplies, space coordination, mail and package handling, and escalation of workplace issues.
• Partner with Facilities, IT, Security, and external vendors to resolve office, technology, access, and safety-related needs promptly.
• Support food and catering deliveries, setup, and related office logistics.
• Provide high-touch, in-person support for executives, senior leaders, clients, and VIP visitors.
• Coordinate executive visits, special on-site arrangements, private meeting room setup, workspace readiness, and related logistics.
• Support day-of activities, including on-site agenda execution, stakeholder coordination, and smooth transitions between on-site commitments.
• Assist with executive onboarding needs, including workspace setup, technology coordination, and orientation to office resources.
• Manage VIP food, catering, preferred beverages, last-minute supplies, and other hospitality-related requests in alignment with service standards.

On-Site Event Support:

• Support small, on-site office events, meetings, and employee or client-facing activities.
• Assist with room setup, registration, guest greeting, signage, meeting materials, catering coordination, and day-of execution.
• Help coordinate event teardown, follow-up items, and post-event workplace readiness.

Skills and Experiences that Will Lead to Success

• Organization and execution: Strong ability to manage competing priorities, track details, follow through, and deliver accurate work in a fast-paced environment.
• Service mindset: Professional, hospitality-oriented approach with a focus on colleague, leader, client, and visitor experience.
• Communication: Clear written and verbal communication skills, with confidence interacting across all levels of the organization.
• Judgment and discretion: Ability to handle confidential information, sensitive requests, and senior leader interactions with professionalism.
• Problem solving: Proactive approach to anticipating needs, resolving issues, and escalating appropriately when needed.
• Collaboration: Ability to partner effectively with administrative colleagues, Facilities, IT, Security, vendors, and other internal teams.
• Adaptability: Flexibility to respond to changing business needs, urgent requests, and evolving ways of working.
• Technology proficiency: Strong working knowledge of Microsoft 365, including Outlook, Teams, Word, PowerPoint, and Excel, along with comfort using travel, expense, visitor management, scheduling, and workplace technology tools.

Success Measures

• Timely, accurate, and high-quality administrative support.
• Consistent workplace readiness and reliable location services support.
• Positive feedback from leaders, colleagues, clients, visitors, and workplace partners.
• Effective coordination of meetings, VIP visits, small on-site events, and day-of logistics.
• Strong responsiveness to issues, requests, and escalations.
• Clear handoffs and collaboration across AUAO, GCC administrative support, Facilities, IT, Security, vendors, and Marketing & Events.

For positions in San Francisco and Los Angeles, we will consider for employment qualified applicants with arrest and conviction record in accordance with local Fair Chance ordinances.

Aon is not accepting unsolicited resumes from search firms for this position. If you are a search firm, you will not be compensated in any way for your submission of a candidate, even if Aon hires that candidate.

Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

Pay Transparency Laws:

The salary range for this position (intended for U.S. applicants) is [$62000 to $80000] annually. The actual salary will vary based on applicant’s education, experience, skills, and abilities, as well as internal equity and alignment with market data.  The salary may also be adjusted based on applicant’s geographic location.

A summary of all the benefits offered for this position:

Aon offers a comprehensive package of benefits for full-time and regular part-time colleagues, including, but not limited to: a 401(k) savings plan with employer contributions; an employee stock purchase plan; consideration for long-term incentive awards at Aon’s discretion; medical, dental and vision insurance, various types of leaves of absence, paid time off, including 12 paid holidays throughout the calendar year, 15 days of paid vacation per year, paid sick leave as provided under state and local paid sick leave laws, short-term disability and optional long-term disability, health savings account, health care and dependent care reimbursement accounts, employee and dependent life insurance and supplemental life and AD&D insurance; optional personal insurance policies, adoption assistance, tuition assistance, commuter benefits, and an employee assistance program that includes free counseling sessions.  Eligibility for benefits is governed by the applicable plan documents and policies.

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