The Executive Assistant for Senior Leadership provides multi-faceted support to the Vice Chancellor and Assistant Vice Chancellor of the Office of Public Safety and Emergency Management (PSEM) at the University of Pittsburgh. The successful candidate is primarily responsible for providing general administrative, financial, and receptionist support, performing daily functions such as, preparing and tracking personnel actions as determined by the Vice Chancellor and Assistant Vice Chancellor; organizing and maintaining a calendar for meetings, events, conferences, travel arrangements, etc.; preparing, editing, and distributing correspondence, memorandums and reports appropriately; processing incoming and outgoing mail; preparing, monitoring, and reconciling disbursement requests, and budget reports; managing office equipment and maintaining a supplies inventory; performing other clerical duties and greeting visitors, answering phones, and answering or directing inquiries as necessary.

The successful candidate must exhibit exceptional communication and organizational skills and the ability to exercise independent judgment. The candidate must demonstrate the ability to operate independently and efficiently with a high degree of accuracy and confidentiality. The candidate must have an advanced working knowledge of the Microsoft Office suite. The candidate is required to work on campus.

Supports senior level roles in a wide variety of complex administrative and office functions as well as specialized technical support for academic or administrative departments.

Supports senior level roles in a wide variety of complex administrative and office functions as well as specialized technical support for academic or administrative departments.

Administrative Support

Serves as the primary support to the Vice Chancellor and Assistant Vice ChancellorPerforms a wide variety of complex administrative and office functions independently; provides specialized technical or project supportOrganize and maintain calendars, schedule meetings, and prepare travel arrangements. Process and track personnel actionsDraft, edit, and distribute meeting notes, correspondence, memos, manuscripts, and reports for the Vice Chancellor, Assistant Vice Chancellor, or their designee(s). This role will support committees chaired by the Vice Chancellor or AVCPrepares and edits various technical documents, including financial reports, presentations materials and speaking notes, procedural manuals, and routine correspondence; uses established guidelines and proper formatting; ensures confidentiality of sensitive informationDevelop, organize, and maintain confidential filing systemPerforms a variety of clerical duties, including filing paperwork, and data collection / entry

Event Planning

Plan and manage all events hosted by PSEM; collaborate with supervisor on the development and implementation of eventsSecure event space, coordinate catering, track RSVPs, assemble IT support, coordinate events; negotiate contracts cateringCoordinate travel and accommodation arrangements for event attendees

Financial Support

Prepare, monitor, and reconcile all cash reports, disbursement requests, and budget reportsProcess bills and prepare invoicesDevelop and maintain an inventory of office supplies and equipment, coordinating the purchasing process for office supplies and equipment

Receptionist

Greeting visitors, answering phones, and directing inquiries appropriately; transfer calls, take messages, and exercise judgment to prioritize inquiriesFirst point of contact and the liaison between internal and external contacts for Public Safety

Special Projects

Perform special projects and other duties as assigned which include but are not limited to providing back-up support to administrative staff, ensuring office upkeep and operational needsAid in developing and maintaining comprehensive filing systems for documents