Office of the Chancellor - Pennsylvania-Pittsburgh - (19003099)
The Executive Assistant will facilitate, manage, and have direct responsibility for the day-to-day activities for the offices of the Chancellor Emeritus, who also serves as Chair of the Institute of Politics, Director of the Dick Thornburg Forum on Law & Public Policy and and Distinguished Service Professor of Law, within the Office of the Chancellor at the University of Pittsburgh.
As Executive Assistant, the incumbent will provide executive secretarial and clerical support to the Chancellor Emeritus and Provost Emeritus, which includes: executing highly sensitive internal and external relations; managing incoming and outgoing mail; managing organized and accurate executive calendars and agendas of meetings, events, conferences, travel, and other commitments; coordinating travel arrangements and preparing reimbursement documents; drafting formal correspondence, memorandums, and confidential documents; filing and uploading documents to electronic resources; attending committee meetings and drafting minutes; typing, scanning, and uploading notes, exams, and other documents; and, ensuring continuous communication with the Chancellor Emeritus and Provost Emeritus regarding engagements.
In addition, the Executive Assistant will be responsible for such tasks as project and event coordination, information research and reporting, organizing and managing committees, and acting as liaison for various groups, both within the University and in the broader community. On a daily basis, the Executive Assistant will act as the primary point of contact for the offices of the Chancellor Emeritus and Provost Emeritus. Given the nature of the assignment, the Executive Assistant will often be required to exercise significant independence as it pertains to administration of the offices.
The Executive Assistant must exercise flexibility and efficiency at all times and is expected to conduct all responsibilities with the highest degree of professionalism, formality, sensitivity, and confidentiality as the incumbent will have significant exposure to senior-level personnel and committees within the University of Pittsburgh and external community. Teamwork will be essential in this role as there will be frequent and effective interaction with staff from the Institute of Politics, Dick Thornburgh Forum for Law & Public Policy, and Elsie Hillman Civic Forum.
Bachelor's degree and a minimum of five years of relevant experience working as an office administrator/assistant is required. Experience operating as an executive assistant is preferred. Must demonstrate professional written and verbal communication, organizational, and project management skills as well as the ability to operate independently and efficiently under the direction of senior leadership, and with a high degree of accuracy and confidentiality. Advance project management skills and a demonstrated ability to take initiative are required. Demonstrated experience with University policies and procedures is strongly preferred. Working knowledge of Microsoft Office programs (i.e. Word, Excel, PowerPoint, etc.) is required. The ability to address minor technical issues (office equipment, mobile devices and software) is preferred. Transcription skills are strongly preferred.
Assignment Category: Fulltime-Regular
Job Classification: Staff.Administrator.III
Minimum Education Level Required: Baccalaureate
Minimum Experience Level Required: 5-6 years experience
Work Schedule: Monday to Friday 8:30am to 5:00pm
Hiring Range: $35,100.00 - $56,784.00
Relocation Offered: No
Visa Sponsorship Provided: No
Background Check: For position finalists, employment with the University will require successful completion of a background check
Founded in 1787, the same year the U.S. Constitution was signed, the University of Pittsburgh is one of the oldest institutions of higher education in the United States. One of three state-related research universities in Pennsylvania, Pitt is a member of the Association of American Universities (AAU), which comprises 62 preeminent doctorate-granting research institutions in North America.Pitt faculty members have expanded knowledge in the humanities and sciences, earning such prestigious honors as the National Medal of Science, the MacArthur Foundation’s “genius” grant, the Lasker-DeBakey Clinical Medical Research Award, and election to the National Academy of Sciences and the Institute of Medicine. Pitt scientists have defeated polio, unlocked the secrets of DNA, lead the world in organ transplantation, and pioneered TV and heavier-than-air flight, among numerous other accomplishments.Pitt students have earned Rhodes, Goldwater, Marshall, and Truman Scholarships, among other highly competitive national and international scholarships.Alumni have pioneered MRI and TV, won Nobel and Pulitzer Prizes, led corporations and universities, served in government and the military, conquered Hollywood and The New York Times bestsellers list, and won Super Bowls and NBA championships.