Executive Assistant - Pittsburgh, PA

Military Spouse Corporate Career Network•Pittsburgh, PA

5d•Hybrid

About The Position

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.

Requirements

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.
Associate's degree required
Experience as an assistant required

Nice To Haves

experience as an executive assistant preferred
Bachelor's degree preferred
Exceptional organizational and communications skills required

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