Deans Office Executive Assistant | Strategic Admin Liaison

Karyaar; Pittsburgh (Allegheny County); Hybrid; USD 65,000 - 90,000; Full time

Job summary

The Executive Assistant to the Dean at the University of Pittsburgh's SHRS serves as the primary administrative support to the Dean, handling confidential information with discretion and professionalism. The role coordinates the Dean’s calendar, travel, and communications, while liaising with internal and external stakeholders to advance the school’s priorities.

Candidates should bring progressive executive support experience, strong communication skills, and proficiency with Microsoft Office

Qualifications

• Progressive executive administrative support experience, preferably in higher education, healthcare, or complex environment.
• Exceptional written and verbal communication skills, including the ability to present information clearly to varied audiences and ability to draft and edit correspondence and presentations.
• Strong organizational skills with a high degree of accuracy and attention to detail.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with university administrative systems.
• Experience with AI and automation tools to support communications, document preparations, synthesis of information, and workflow efficiency.

Responsibilities

• Manage the Dean's complex, high-demand calendar across internal and external constituencies.
• Prioritize competing meeting requests using judgment and schedule and coordinate standing meetings.
• Manage travel arrangements, itineraries, and logistics for conferences, site visits, and university travel.
• Drafts and edits correspondence, acknowledgment letters, and follow-up communications on behalf of the Dean.
• Maintain awareness of sensitive or high-priority issues to flag immediately.
• Prepares meeting materials, documents, agendas, and background documents; attends meetings to capture notes and action items.

Skills

Calendar management

Communication skills

Microsoft Office

Travel arrangements

Document drafting/editing

Time management

Relationship management

AI tools familiarity

Education

Bachelor's degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

The Executive Assistant to the Dean at the University of Pittsburgh's SHRS serves as the primary administrative support to the Dean, handling confidential information with discretion and professionalism. The role coordinates the Dean’s calendar, travel, and communications, while liaising with internal and external stakeholders to advance the school’s priorities.

Candidates should bring progressive executive support experience, strong communication skills, and proficiency with Microsoft Office