Executive Assistant

University of Pittsburgh; Pittsburgh (Allegheny County); Hybrid; USD 52,000 - 78,000; Full time

Job summary

The University of Pittsburgh seeks an Executive Assistant to support the Vice Chancellor, Health Sciences & Clinical Programs Advancement and two senior leaders. You will manage a complex calendar, prepare agendas and meeting materials, and coordinate travel and events.

This role requires excellent organizational, verbal and written communication skills, strong computer proficiency, flexibility, and the ability to work with high-level stakeholders across Pitt and UPMC.

Qualifications

• Bachelor's degree is required.
• Associate's degree may be considered in lieu of degree requirement with experience.

Responsibilities

• Manage a very complex calendar and prioritize VP's time.
• Prepare meeting agendas and materials.
• Coordinate travel arrangements and expenses.
• Coordinate budgets and financial reporting.

Skills

Organizational skills

Computer skills

Oral and written communication

Multi-tasking

Flexibility

Calendar management

Travel coordination

Education

Bachelor's Degree

Associate's degree

Job description

Serves as the primary support to executive level roles and/or departments and acts as liaison and ensures confidentiality of high-level, sensitive information. Manages office workflow. Assists with strategic planning processes and administrative goals and priorities. Prepares budgetary functions and plans special events. Medical and Health Sciences Foundation The University of Pittsburgh’s Division of Philanthropic & Alumni Engagement (PAE) cultivates relationships with contributors, alumni, and other constituents on behalf of the University of Pittsburgh and UPMC, generating support for teaching, research, and care. PAE is seeking an Executive Assistant to provide administrative and multi-dimensional support to the Vice Chancellor, Health Sciences & Clinical Programs Advancement as well as partial support two other members of the Health Sciences senior management team. Part of this role includes being the liaison to the Senior Vice Chancellor, Health Sciences office and ensuring one point of communication between that office and PAE. The incumbent will serve as the primary support to the Vice Chancellor which includes managing a complex calendar and helping the VC manage their time, developing agenda and meeting materials as needed, developing the agenda and presentation for the monthly Health Sciences team meeting, helping reconcile and submit expense budgets, and helping with other activities such as financial reporting, presentation materials, coordinating travel arrangements or small events if needed and helping with budgets as needed. This role will also help coordinate quarterly meetings of the UPMC affiliate foundations and the annual professional development conference for affiliates. The incumbent will work closely with many internal and external stakeholders including Pitt leadership, UPMC, physicians and their support staff, and donors.

Key responsibilities

• Supporting the Vice Chancellor, Health Sciences & Clinical Programs Advancement
• Managing a very complex calendar and helping to prioritize requests of the Vice Chancellor’s time.
• Helping the Vice Chancellor with meeting preparation, projects, and presentations as needed.
• Helping the Vice Chancellor with data entry and departmental coordination as needed.
• Planning the monthly Health Sciences staff meeting and assisting with the coordination of other trainings as needed.
• Expense reconciliation and coordinating travel arrangements.
• Preparing meeting and event briefings Meet goals as established with the Vice Chancellor.
• Administrative support for two leadership roles within the team
• Support the Assistant Vice Chancellor, Clinical Programs Advancement and the Executive Director of Development, School of Medicine & Special Projects. Role will consist of some calendar management and help with other administrative tasks on a periodic basis.
• Meet goals as established with the Vice Chancellor.
• Liaison to Senior Vice Chancellor, Health Sciences Office
• Primary liaison between PAE and the Senior Vice Chancellor, Health Sciences office. Includes close coordination and communication with administrative team for the SVC, managing all requests of the SVC, Health Sciences’ time, preparing briefings for the SVC, includes point person for all briefings for the SVC, Pitt and UPMC senior leadership for key events such as Vanscoy Winter Academy.
• Ensuring a seamless line of communication between PAE and the Senior Vice Chancellor, Health Sciences office.
• Meet goals as established with the Vice Chancellor.
• Coordination with UPMC Affiliates
• Plan quarterly meetings of UPMC Affiliates and plan the annual Professional Development Conference.
• Other Duties as assigned

Essential Functions

• Must have strong organizational skills and be able to multi-task.
• Must have strong computer skills.
• Must have strong oral and written communication skills.
• Must be flexible since sometimes projects or support needs happen at the last minute.
• Must be able to walk around campus when needed.

Physical Effort

Light - Little physical effort required. Duties are primarily sedentary. May be required to move objects up to 25 pounds occasionally.

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

Assignment Category

Full-time regular

Job Classification

Staff.Executive Assistant

Job Family

Administrative Support

Job Sub-Family

Clerical

Campus

Pittsburgh

Minimum Education Level Required

Bachelor's Degree

Minimum Years Of Experience Required

No experience required

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.

Additional Details About Required Licensure/Certification

This position may have to travel once per year to Naples, FL for the annual Vanscoy Winter Academy event. Since we are in a Campaign, there could be occasional additional event travel added if staffing coverage is needed but no more than 1-4 trips per year. Experience as an assistant required; experience as an executive assistant preferred. Associate's degree required, Bachelor's degree preferred Exceptional organizational and communications skills required

Work Schedule

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

Work Arrangement

Hybrid: Combination of On-Campus and Remote work as determined by the department.

Hiring Range

TBD BasedUpon Qualifications

Relocation Offered

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

Not Applicable

Required Documents

Resume

Optional Documents

Not Applicable