Executive Assistant - Institute of Politics at University of Pittsburgh – Pittsburgh, Pennsylvania

Executive Assistant - Institute of Politics

Institute of Politics - Pennsylvania-Pittsburgh - (26001212)

As a core member of the Institute of Politics team, the Executive Assistant will be responsible for working closely with Institute leadership and staff. The position requires excellent communication and interpersonal skills with internal staff, university partners, and external community stakeholders and leaders. Primary responsibilities include event and meeting coordination, monthly and annual financial tracking and grant budget reporting, database management, outreach and timely external communications, and purchase and contract processing and management. This position requires an individual who possesses a commitment to excellence, continuous improvement, and willingness to support ongoing and as needed office operations.

The Institute is a nonpartisan forum committed to civil discourse and dialogue. The Institute runs three units: Regional Policy Collaborations, the Elsie Hillman Civic Forum, and the Dick Thornburgh Forum for Law & Public Policy. This position, along with all staff at the Institute, are required to work with civic leaders, community partners, and elected officials representing diverse political perspectives.

Job Summary

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.

Essential Functions

Incumbent must be able to self-direct and multi-task in a fast-paced environment. Because the Institute’s staff is small, it is important that the staff members work as a team and be willing to flexibly contribute to the work that needs to be done in hosting major programs or producing major publications. Occasional evening work for programs is required.

Qualifications:

• Well-developed organizational and administrative skills

• Excellent skills in Excel

• Excellent written and oral communication

• Demonstrate strong interpersonal skills and maintain composure under stress

• Proficiency with University systems is preferred: PantherExpress, Salesforce, PERIS, PRISM/TABLEAU, Marketing Cloud, Forms Assembly, Concur, and/or PittWorx

Physical Effort

Duties are primarily sedentary. Must be able to use a computer at a desk or similar workstation, and travel to on-campus meetings as needed.

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.

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 Based Upon 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: Cover Letter