Executive Assistant to the Chancellor

Executive Assistant to the Chancellor

Salary: $50,000 - $60,000 per year salary
Benefits: The University offers generous benefits including paid time off (holidays, holy days and vacation), employer matching contributions to the retirement plan, and tuition benefits for employees and their eligible dependents. Learn more and explore benefits at
Position Status: Full-time
Hours: Generally, Monday through Friday 8:30 a.m. 4:30 p.m. but may vary based on operational need.
Position Number: 234704/10-1164
FLSA Status: Exempt

Position Summary:

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.

Duties and 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 the Chancellor.
• Performs related duties as assigned to ensure smooth office operations.
• Completes other duties as assigned.

Requirements:

Minimum qualifications:
Work requires a minimum of high school or equivalent and/or college diploma and 5-7 years of progressively responsible and related support experience. 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.
Alternatively, the successful candidate may possess any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions. This includes, but is not limited to, the following:

• 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. The mission is implemented through a commitment to academic excellence, a spirit of service, moral and spiritual values, sensitivity to world concerns, and an ecumenical campus community.

Application Instructions:

Applicants are asked to submit a cover letter, resume, and contact information for three professional references.