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Executive Assistant

2 months ago

Pittsburgh, United States Carlow University Full time

Carlow University is currently accepting applications for our Executive Assistant position. The Executive Assistant (EA) will execute a variety of time-sensitive and complex responsibilities including routine interface with individuals and offices both on and off campus on administrative, and confidential matters. Administrative responsibilities include the preparation of draft communications, special messaging on the behalf of the Vice President of Finance & Business Development (VPFBD)and Sr Director Capital Planning & Real Estate (SDCPRE), and Interim Provost Academic Affairs (IPAA), strategically scheduling meetings, travel, proofreading documents, and conducting research and administrative tasks for important projects.

The Executive Assistant will have frequent reviews with the VPFBD, SDCPRE and IPAA regarding priorities and appropriate action required to ensure all goals and support needs are met. The EA is responsible for developing effective systems to manage the office's administrative needs. The EA will coordinate with other campus staff to assist or coordinate planning, preparation, and timing of Office assistance and engagement. The EA must be able to communicate professionally and effectively on behalf of the Offices and will manage relations with key constituents.

Essential Functions:

  • Performs a variety of administrative duties of a complex and confidential nature.
  • Manages multiple projects in a high-volume, and goal-oriented atmosphere.
  • Oversees and manages calendars for the Vice President of Finance & Business Development (VPFBD) and Sr Director Capital Planning & Real Estate (SDCPRE).
  • Compiles, summarizes, and communicates information for University Board of Trustee committee meetings.
  • Maintain files, records, board agendas and schedules, and upload documents into BoardEffect.
  • Taking and transcribing meeting minutes for Board committees.
  • Provides administrative support for University committee meetings (such as but not limited to; Academic Council, Honors Program, Honorary Degree, University Council, University Faculty Assembly, Professional Development Day, Tiger Team.
  • Maintain files, records, agendas and schedules as needed.
  • Attends various meetings and is responsible for developing and distributing minutes of meetings and ensuring appropriate action is taken when necessary.
  • Assist in the oversight of electronic signatures for University's contract administration.
  • Serves as Buyer in Carlow Market for a variety of administrative departments.
  • Composes correspondence and prepares reports.
  • Communicates extensively with administration, faculty, staff, students, and the community.
  • Performs research and gathers data from a variety of sources.
  • Ensures that the University maintains proper internal controls and financial policies and guidelines.
  • Attends various University events as needed.
  • Perform other related duties as assigned or requested.
Minimum Education and Experience Required:
  • Bachelor's degree with a minimum of three to five years professional office administrative experience supporting an executive level manager is required.
  • Experience in a higher education environment is preferred, as is an understanding of Finance and Operations departments.
  • In lieu of an advanced degree, candidates with extensive experience in comparable positions at higher education institutions of similar size and scope will be considered.
  • An equivalent combination of education and experience may be considered.
Preferred Qualifications:
  • Strong administrative and strategic planning abilities.
  • Ability to project a strong positive image of the University through interaction with all constituencies conducting business with the University.
  • Capacity to establish clear goals, procedures, and priorities across different areas, to meet the offices' outcomes.
Required Knowledge, Skills & Abilities:
  • Executive problem-solving skills and the ability to organize, prioritize and manage complex functions, roles, and functions.
  • Exceptional aptitude in computer literacy working with Microsoft Office programs.
  • Excellent written and verbal communication skills in conveying the goals and objectives of both the offices.
  • Critical and creative thinker, demonstrated excellent judgment, possess a high standard of integrity, and be motivated to incorporate best practices.
  • Strong attention to detail.
  • Demonstrated success in working with people from diverse backgrounds.
  • Generally, works during normal business hours. Occasional meetings may be held in the evenings and on weekends, outside of normal business hours.
Carlow University is Devoted to....
  • A culture of integrity, dignity and respect for all
  • A strong commitment to social justice
  • Ethical forward-thinking leadership
  • Comprehensive medical, dental, vision, life & disability benefits package
  • Tuition benefits for undergraduate and graduate programs
  • Health Savings Account and Flexible Spending Account options
  • Wellness and Employee Assistance Program
  • Complimentary use of Carlow's fitness center and amenities

Successful candidates must be committed to envisioning the future of liberal arts and professional education in a rapidly changing environment; have experience working with diverse populations; actively support Carlow's commitment to equity, inclusion, and community; and be able to articulate how they will contribute to Carlow University's Catholic, Mercy mission and values through their teaching, scholarship, and service.

Carlow University is a comprehensive Catholic University situated in a culturally rich and diverse urban setting of Pittsburgh, Pennsylvania. Founded in 1929 by the Sisters of Mercy, an international community of Roman Catholic women with a mission to serve the poor, the sick, and the uneducated. Carlow is an institution grounded in the liberal arts while also offering strong professional programs, committed to engaging its diverse community in a process of life-long learning, scholarship, research, and service. Degrees are offered at the baccalaureate, master's, and doctoral levels. Carlow University aims to provide transformational educational opportunities rooted in social justice for a diverse community of learners, and to empower them to excel in their chosen work as compassionate, responsible leaders in the creation of a just and merciful world.

Carlow University employees commit themselves to the highest standards of ethical conduct. They commit to act with integrity, treat others with respect and dignity, carefully steward the University's resources, avoid conflicts of interest or commitment, maintain confidentiality, and to comply with legal and professional obligations.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform job related tasks other than those specifically presented in this description. Duties, responsibilities, and activities may change at any time with or without notice.