Executive Assistant for Senior Leadership

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.

Job Summary

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.

Essential Functions 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 designees. 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 Physical Effort

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.

Assignment Category: Full-time regular
Job Classification: Staff.Administrative Assistant III
Job Family: Administrative Support
Job Sub Family: Clerical
Campus: Pittsburgh
Minimum Education Level Required: Associates Degree
Minimum Years of Experience Required: 5
Will this position accept substitution in lieu of education or experience: Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement. Work Schedule: 8 a.m.-4:30 p.m. Work Arrangement: 8 a.m.-4:30 p.m.
Hiring Range: To be determined based on qualifications
RelocationOffered: No
Visa Sponsorship Provided: No
Background Check: For position finalists, employment with the University will require successful completion of a background check
Child Protection Clearances: The following PA Act 153 clearances and background checks are required prior to commencement of employment and as a condition of continued employment: PA State Police Criminal Record Check, FBI Criminal Record Check, PA Child Abuse History Clearance.
Required Documents: Resume
Optional Documents: Not Applicable
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