Executive Assistant to the Chancellor – Office of the Chancellor

Duquesne University•Pittsburgh, PA

21h•Onsite

About The Position

Reporting directly to the University Chancellor, this is a complex and responsible executive support position requiring initiative, independent judgment and problem-solving skills, and flexibility. Work is done with considerable independence within established policies and guidelines and reviewed through reports, conferences, and observation of results.

Requirements

Work requires a minimum of high school or equivalent and/or college diploma and 5-7 years of progressively responsible and related support experience.
Ability to exercise unfailing discretion and tact in information management and maintain confidentiality.
Ability to prepare reports and maintain complex records and data.
Ability to communicate effectively and positively, both orally and in writing.
Excellent organizational skills with the ability to be attentive to the details.
Excellent typing skills – both speed and accuracy, and the ability to handle large projects under time constraints.
Ability to work both independently and as part of a team.
Ability to use sound judgment in making independent decisions.
Ability to work a flexible schedule as needed in order to accommodate demands of the office.
Thorough knowledge of and proficiency in using the current Microsoft Office Suite: Word, Excel, PowerPoint and Access.
Willingness to learn new technologies relevant to the position.
Knowledge of Purchasing systems.
Ability and willingness to assist with tasks as needed; enthusiastically seeks out work and new assignments; shows interest and initiative in taking on new and challenging assignments.
Good problem-solving skills with a can-do approach.
Effective organizational and administrative skills.
Ability to initiate and follow through with work responsibilities and to meet deadlines.
Ability to establish and maintain effective working relationships with the University Community.
Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University.

Nice To Haves

Some business school training and/or an Associate’s degree in business or closely related field of study and prior experience supporting a senior executive is highly desirable.

Responsibilities

Manages executive calendar, schedules appointments, including by Zoom, and coordinates meetings to optimize time and priorities.
Answers phone calls, takes messages, and prepares and sends correspondence with professionalism and discretion.
Monitors the Chancellor’s email on a constant basis for follow up and directs messages as appropriate.
Arranges for travel, including flights, accommodations, itineraries, and related logistics.
Makes food service orders and parking arrangements for visitors and meetings.
Types and edits documents, correspondence, and presentations with accuracy and attention to detail.
Handles budget matters, receipts for reimbursement, etc.
Conducts background research, compiles reference materials, assists with interviews and transcripts, and organizes information relevant to writing projects and book development.
Assists in editing book project and other writing projects.
Manages and monitors the status of university projects and initiatives overseen by the Chancellor.
Works with the President’s Office and other offices within university leadership as they interact with Chancellor’s Office.
Performs related duties as assigned to ensure smooth office operations.
Completes other duties as assigned.