Executive Assistant for Senior Leadership

The Executive Assistant for Senior Leadership provides multi-faceted support to the Vice Chancellor and Assistant Vice Chancellor of the Office of Public Safety and Emergency Management (PSEM) at the University of Pittsburgh. The successful candidate is primarily responsible for providing general administrative, financial, and receptionist support, performing daily functions such as, preparing and tracking personnel actions as determined by the Vice Chancellor and Assistant Vice Chancellor; organizing and maintaining a calendar for meetings, events, conferences, travel arrangements, etc.; preparing, editing, and distributing correspondence, memorandums and reports appropriately; processing incoming and outgoing mail; preparing, monitoring, and reconciling disbursement requests, and budget reports; managing office equipment and maintaining a supplies inventory; performing other clerical duties and greeting visitors, answering phones, and answering or directing inquiries as necessary.

The successful candidate must exhibit exceptional communication and organizational skills and the ability to exercise independent judgment. The candidate must demonstrate the ability to operate independently and efficiently with a high degree of accuracy and confidentiality. The candidate must have an advanced working knowledge of the Microsoft Office suite. The candidate is required to work on campus.

Supports senior level roles in a wide variety of complex administrative and office functions as well as specialized technical support for academic or administrative departments.

Administrative Support

• Serves as the primary support to the Vice Chancellor and Assistant Vice Chancellor
• Performs a wide variety of complex administrative and office functions independently; provides specialized technical or project support
• Organize and maintain calendars, schedule meetings, and prepare travel arrangements. Process and track personnel actions
• Draft, edit, and distribute meeting notes, correspondence, memos, manuscripts, and reports for the Vice Chancellor, Assistant Vice Chancellor, or their designee(s). This role will support committees chaired by the Vice Chancellor or AVC
• Prepares and edits various technical documents, including financial reports, presentations materials and speaking notes, procedural manuals, and routine correspondence; uses established guidelines and proper formatting; ensures confidentiality of sensitive information
• Develop, organize, and maintain confidential filing system
• Performs a variety of clerical duties, including filing paperwork, and data collection / entry

Event Planning

• Plan and manage all events hosted by PSEM; collaborate with supervisor on the development and implementation of events
• Secure event space, coordinate catering, track RSVPs, assemble IT support, coordinate events; negotiate contracts & catering
• Coordinate travel and accommodation arrangements for event attendees

Financial Support

• Prepare, monitor, and reconcile all cash reports, disbursement requests, and budget reports
• Process bills and prepare invoices
• Develop and maintain an inventory of office supplies and equipment, coordinating the purchasing process for office supplies and equipment

Receptionist

• Greeting visitors, answering phones, and directing inquiries appropriately; transfer calls, take messages, and exercise judgment to prioritize inquiries
• First point of contact and the liaison between internal and external contacts for Public Safety

Special Projects

• Perform special projects and other duties as assigned which include but are not limited to providing back-up support to administrative staff, ensuring office upkeep and operational needs
• Aid in developing and maintaining comprehensive filing systems for documents

While performing the duties of this job, the employee is regularly required to stand, sit and operate office equipment. Light to moderate lifting is required. Vision in the normal visual range with or without correction; enough functionality to read computer screens and printed documents. Ability to walk short distances to hand deliver correspondence.

The University of Pittsburgh is committed to championing all aspects of diversity, equity, inclusion, and accessibility within our community. This commitment is a fundamental value of the University and is crucial in helping us advance our mission, which includes attracting and retaining diverse workforces. We will continue to create and maintain an environment that allows individuals to discover, belong, contribute, and grow, while honoring the experiences, perspectives, and unique identities of all.

The University of Pittsburgh is an Affirmative Action/Equal Opportunity Employer and values equality of opportunity, human dignity and diversity. EOE, including disability/vets.