Executive Assistant

University of Pittsburgh; Oakland (PA); On-site; USD 65,000 - 90,000; Full time

Job summary

The University of Pittsburgh is seeking an Executive Assistant to the Vice Chancellor and Chief Information Officer to manage the CIO's calendar, correspondence, and project work. You will support scheduling, prepare materials, and coordinate with Pitt Digital leadership to gather critical information for university committees and external organizations.

Ideal candidates demonstrate initiative, sound judgment, and professionalism in confidential matters, with strong communication skills and the

Qualifications

• Bachelor's degree required; 2+ years in executive support or similar role.
• Ability to handle confidential information with discretion and professionalism.
• Strong written and verbal communication across diverse audiences.
• Proactive problem-solving and independent judgment in a fast-paced environment.
• Experience coordinating complex calendars and prioritizing competing demands.
• Comfort with technology concepts and rapid adoption of new tools.
• Ability to build relationships with internal teams and external partners.
• Detail-oriented with strong organizational and time-management skills.

Responsibilities

• Manage the CIO's calendar, meetings, travel, and scheduling priorities.
• Draft, edit, and format high-quality correspondence, reports, and presentations.
• Anticipate needs and maintain discretion when handling sensitive information.
• Coordinate with Pitt Digital leadership and university committees on follow-ups.
• Prepare materials for meetings and support documentation delivery.
• Lead small projects or tasks with initiative and influence as needed.
• Represent the CIO professionally with diplomacy in internal and external settings.
• Build relationships and collaborate with campus stakeholders and external partners.

Skills

Calendar management

Communication

Confidentiality

Project coordination

Relationship building

Problem solving

Tech savviness

Multi-tasking

Education

Bachelor's Degree

Tools

Microsoft Office

Job description

The Executive Assistant to the Vice Chancellor and Chief Information Officer (CIO) serves as the primary point of contact for the Office of the CIO, managing correspondence, projects, and scheduling, preparing materials, and supporting the CIO’s work with University committees and external organizations. This role ensures smooth day-to-day operations while coordinating closely with Pitt Digital leadership to gather and follow up on critical information. The key emphasis will be on scheduling and handling the CIO's calendar.

The position requires independence, initiative, and sound judgment to manage sensitive issues with professionalism and discretion. The successful candidate will demonstrate the ability to anticipate needs, solve problems proactively, and represent the CIO effectively across the University and with external partners.

Core Competencies and Responsibilities:

• Manage complex calendars, prioritize competing demands, and follow through on commitments.
• Communicate effectively, drafting and editing high-quality correspondence, reports, and presentations.
• Anticipate needs and exercise discretion in handling confidential and sensitive information.
• Build strong relationships and represent the CIO with diplomacy and professionalism.
• Use advanced skills in Microsoft Office (Word, Excel, PowerPoint, Teams) and document imaging; quickly learn new software and digital platforms.
• Adapt to shifting priorities and perform calmly under pressure.
• Lead tasks and projects with initiative and influence, even without formal authority.
• Four and five years of experience preferred in an executive support role, ideally in a fast-paced or complex environment.
• Strong project management skills and the ability to balance detail with big-picture priorities.
• Comfort with technology terms and concepts in support of a CIO and technology leadership.
• Commitment to confidentiality and discretion.

The University of Pittsburgh is an equal opportunity employer / disability / veteran.

Equal employment opportunity, including veterans and individuals with disabilities.

Department: Office of the CIO

Campus: Pittsburgh

Minimum Education Level Required: Bachelor's Degree

Minimum Years of Experience Required: 2

Work Schedule: Monday - Friday, 8:30 a.m. - 5:00 p.m.

Work Arrangement: On-Campus: Teams that work on campus, in an office, or in a lab.

Requested Pay Rate: TBD, based on experience

Visa Sponsorship Provided:

Background Check: For position finalists, employment with the University will require successful completion of a background check

Child Protection Clearances: Not Applicable

Required Documents: Resume, Cover Letter

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