Executive Assistant to the Dean

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

Open role · University of Pittsburgh# Executive Assistant to the DeanOn-siteFull-timePittsburgh, PAPosted Jul 6About the role## What you'd be doingServes 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.SHRS-Office of the DeanThe Executive Assistant to the Dean serves as the primary administrative support to the Dean of a large, complex health sciences school comprising 14 academic disciplines. This position functions as a trusted extension of the Dean’s Office, managing highly sensitive and confidential information with discretion and professionalism. The Executive Assistant coordinates the full scope of the Dean’s administrative operations, serves as a key liaison among internal and external stakeholders, and ensures the efficient execution of the Dean’s priorities. This role requires exceptional organizational judgment, the ability to anticipate needs, manage competing priorities, and represent the Dean’s Office with the highest level of professionalism.The University of Pittsburgh School of Health and Rehabilitation Sciences (SHRS) is a nationally renowned leader in the field of health care education, research, and clinical practice preparation. SHRS shapes future generations of health care professionals—therapists, counselors, advocates, scientists, providers, and practitioners—trained to serve the needs of all people regardless of background, levels of health, or mobility. We are built on a legacy of academic excellence and innovation and fueled by passionate educators and researchers, allowing us to meet the health care and rehabilitation needs of today and drive meaningful change in the future. Learn how bold moves SHRS. https://www.shrs.pitt.edu/about/how-bold-moves-shrsPreferred QualificationsProgressive executive administrative support experience, preferably in higher education, healthcare, or complex environmentExceptional written and verbal communication skills, including the ability to present information clearly to varied audiences and ability to draft and edit correspondence and presentationsStrong organizational skills with a high degree of accuracy and attention to detailProficiency 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.Ability to read, interpret, and operationalize policies from multiple sourcesEssential FunctionsPrimary ResponsibilitiesCalendar & Schedule ManagementManages the Dean's complex, high-demand calendar across internal and external constituenciesPrioritizes competing meeting requests using judgmentSchedules and coordinates standing meetings (leadership team, faculty, advisory boards, university-level obligations)Anticipates scheduling conflicts and resolves proactivelyManages travel arrangements, itineraries, and logistics for conferences, site visits, and university travelCommunications & CorrespondenceScreens, triages, and routes incoming communications and correspondenceDrafts and edits correspondence, acknowledgment letters, and follow-up communications on behalf of the DeanMaintains awareness of sensitive or high-priority issues to flag immediatelyManages documents requiring the Dean's signatureTracks action items and follow-through from communicationsMeeting & Event SupportPrepares meeting materials, documents, agendas, and background documentsAttends selected meetings to capture notes, decisions, and action items; distributes minutes and tracks follow-up commitmentsCoordinates logistics for Dean-hosted or school level eventsEvent coordination may require occasional work outside of standard business hoursVisitor & Relationship ManagementServes as the first point of contact and \"face\" of the Dean's officeManages the experience of high-profile visitors — faculty candidates, donors, university leadership, external partners, accreditation visitorsMaintains the Dean's contacts database and relationship trackingCoordinates VIP visits from university leadership, board members, or agency representativesOther Administrative ResponsibilitiesPerforms other administrative duties and special assignments as needed to support the Dean’s Office and the broader operational needs of the school.Physical EffortDuties 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 CategoryFull-time regularJob ClassificationStaff.Executive AssistantJob FamilyAdministrative SupportJob Sub-FamilyClericalCampusPittsburghMinimum Education Level RequiredBachelor's DegreeMinimum Years Of Experience RequiredNo experience requiredWill 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.Work Schedule8:30 am - 5:00 pmWork ArrangementHybrid: Combination of On-Campus and Remote work as determined by the department.Hiring RangeTBD Based Upon QualificationsRelocation OfferedNoVisa Sponsorship ProvidedNoBackground CheckFor position finalists, employment with the University will require successful completion of a background checkChild Protection ClearancesNot ApplicableRequired DocumentsResume, Cover LetterOptional DocumentsNot Applicable