Executive Administrative Assistant – Computing and Technology Services (CTS)

Duquesne University; Pittsburgh (Allegheny County); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a dynamic Executive/Administrative Assistant to support senior IT leadership. This role is crucial for maintaining efficient operations within the Computing and Technology Services department. Responsibilities include managing complex schedules, coordinating travel and events, and ensuring effective communication among executives. The ideal candidate will demonstrate exceptional organizational and communication skills, with a commitment to confidentiality and professionalism. Join a vibrant academic environment where your contributions will enhance the operational success of the IT department and support the university's mission of diversity and inclusion.

Qualifications

• 3+ years of experience as an Executive Assistant or Administrative Assistant.
• Proficiency in Microsoft Office 365 and videoconferencing platforms.

Responsibilities

• Manage complex calendars and coordinate travel for senior leaders.
• Handle communications and prepare official documents for executives.

Skills

Organizational Skills

Communication Skills

Problem-Solving Skills

Discretion and Confidentiality

Time Management

Education

High School Diploma

Associate’s Degree

Tools

Microsoft Office 365

Zoom

Microsoft Teams

Box

Microsoft OneDrive

Job description

POSITION SUMMARY:

The Executive/Administrative Assistant provides high-level administrative support to the Vice President of IT & Chief Information Officer (CIO), Associate Vice President, Deputy CIO/CISO, and other IT Directors within Duquesne University’s Computing and Technology Services department. This role is pivotal in ensuring the smooth operation of the department by managing schedules, coordinating meetings, handling communications, and performing various administrative tasks.

DUTIES AND RESPONSIBILITIES:

1. Provides Executive Support:
1. Calendar and Schedule Management:
   Manage complex, shifting calendars for multiple executives within the department, prioritizing meetings, events, and tasks while ensuring that schedules are optimized for efficiency. Proactively address scheduling conflicts and make necessary adjustments to ensure smooth operations.
2. Travel and Event Coordination:
   Coordinate both domestic and international travel arrangements for senior leaders, including booking flights, accommodations, transportation, and preparing detailed itineraries. Organize and manage department events, conferences, and functions, ensuring all logistics are well-planned and executed.
3. Correspondence and Communication:
   Handle and direct incoming communications (calls, emails, memos) for senior leaders, ensuring timely and professional responses. Prepare, draft, and proofread official communications, including emails, letters, presentations, and reports. Communicate on behalf of leadership when necessary and ensure key messages are accurately conveyed.
4. Preparation for Meetings and Events:
   Organize internal and external meetings by preparing agendas, gathering necessary materials, distributing information to participants, and ensuring that all logistics are handled. Take accurate and comprehensive meeting minutes and follow up on action items to ensure deadlines are met.
2. Provides Administrative Support:
1. Office Organization and Support:
   Maintain an organized office environment, ensuring that equipment, materials, and supplies are well-stocked and in working order. Handle day-to-day administrative duties such as filing, copying, scanning, and faxing documents, managing office supplies, and maintaining office organization. Maintain oversight of the CTS Rockwell Hall Concourse and 10th-floor facilities, including maintaining office equipment, restocking supplies, light cleaning of kitchen and conference room, performing routine “tech checks” and supply checks/restocking in the conference room and hoteling spaces, and performing other similar functions. Create, update, and manage training and process guides for office operations and support. Perform office functions, including scheduling rooms, processing maintenance requests, and maintaining office equipment. Monitor and process work orders generated through the existing service management and ERP systems.
2. Phone and Front Desk Support:
   Serve as the point of contact for visitors, phone calls, and inquiries, providing exceptional customer service and assisting with general office duties as needed. Ensure all inquiries are handled efficiently and appropriately. Answer all incoming calls to the CTS Main numbers and the CIO’s phone. Screen calls for the CIO, respond to callers’ concerns and questions, and direct/forward calls to proper parties when appropriate.
3. Personnel Search and Onboarding Support:
   Provide administrative support for searches: schedule committee meetings, record meeting notes, liaise with HR representatives, schedule initial candidate interviews, schedule on-campus interviews, make travel arrangements for candidates, create evaluation artifacts, and distribute along with candidate materials. Organize travel arrangements, accommodations, and reimbursements for visitors, hiring candidates and department guests. Coordinate with Shared Services on the hiring process and paperwork for new hires.
4. Coordination with Other Departments:
   Collaborate with other university departments to ensure that internal processes are followed, and communicate effectively with faculty, staff, and students as needed. Represent the department in cross-functional meetings and provide administrative assistance across the university as required.
5. Reception Desk Support and Coverage/Student Aide Supervision:
   Ensure adequate coverage of receptionist stations and front office. Assist in training, scheduling, and supervision of student aides on office procedures and responsibilities.
3. Event Planning and Coordination:
   Take ownership of organizing department events, conferences, and workshops, including scheduling venues, arranging catering, creating event materials, and managing guest lists. Ensure smooth event execution and post-event follow-up.
4. Liaison and Collaboration:
   Serve as a liaison between the CIO, senior IT leadership, and other university departments, ensuring clear and timely communication. Work collaboratively with other University administration including (but limited to) the President’s Office, the Provost’s Office, and other Cabinet members and their support teams.

Completes other duties as assigned.

SUPERVISORY RESPONSIBILITIES:
Supervises student employees only.

REQUIREMENTS:

Minimum qualifications:

1. High School Diploma
2. Proven experience (3+ years) as an Executive Assistant or Administrative Assistant, preferably in an academic or IT setting.
3. Familiarity with IT terminology and university administrative processes is a plus.

Preferred qualifications:

1. Associate’s degree from an accredited institution.
2. Alternately, the successful candidate may possess any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions. This includes, but is not limited to, the following:
3. Competence in using the Microsoft Office 365 ecosystem, particularly calendaring and email in Outlook, collaboration in Teams, document creation and editing in Word, spreadsheet creation and editing in Excel, and presentation creation and editing in PowerPoint.
4. Proficiency in using Videoconferencing platforms such as Zoom and/or Microsoft Teams.
5. Experience in using cloud storage solutions such as Box and Microsoft OneDrive.
6. Experience using office phone systems and features.
7. Exceptional organizational skills, with the ability to manage multiple tasks and priorities.
8. Strong verbal and written communication skills, with the ability to interact professionally with senior leadership and staff.
9. Ability to maintain a high level of discretion, confidentiality, and professionalism.
10. Strong problem-solving skills and the ability to work both independently and in a team environment.
11. Commitment to the University’s values of diversity, equity and inclusion, and recognition of the importance of treating each individual with dignity and respect consistent with the University’s Mission.
12. Ability to establish and maintain effective working relationships with the University Community.
13. Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University.