Executive Assistant to the Dean

The Executive Assistant to the Dean serves as the primary administrative support to the Dean of a large, complex health sciences school comprising 14 academic disciplines. This position functions as a trusted extension of the Dean’s Office, managing highly sensitive and confidential information with discretion and professionalism. The Executive Assistant coordinates the full scope of the Dean’s administrative operations, serves as a key liaison among internal and external stakeholders, and ensures the efficient execution of the Dean’s priorities. This role requires exceptional organizational judgment, the ability to anticipate needs, manage competing priorities, and represent the Dean’s Office with the highest level of professionalism.

The University of Pittsburgh School of Health and Rehabilitation Sciences (SHRS) is a nationally renowned leader in the field of health care education, research, and clinical practice preparation. SHRS shapes future generations of health care professionals—therapists, counselors, advocates, scientists, providers, and practitioners—trained to serve the needs of all people regardless of background, levels of health, or mobility. We are built on a legacy of academic excellence and innovation and fueled by passionate educators and researchers, allowing us to meet the health care and rehabilitation needs of today and drive meaningful change in the future. Learn how bold moves SHRS. https://www.shrs.pitt.edu/about/how-bold-moves-shrs

Preferred Qualifications

• Progressive executive administrative support experience, preferably in higher education, healthcare, or complex environment
• Exceptional written and verbal communication skills, including the ability to present information clearly to varied audiences and ability to draft and edit correspondence and presentations
• Strong organizational skills with a high degree of accuracy and attention to detail
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with university administrative systems.
• Experience with AI and automation tools to support communications, document preparations, synthesis of information, and workflow efficiency.
• Ability to read, interpret, and operationalize policies from multiple sources

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.

Primary Responsibilities

Calendar & Schedule Management

• Manages the Dean's complex, high-demand calendar across internal and external constituencies
• Prioritizes competing meeting requests using judgment
• Schedules and coordinates standing meetings (leadership team, faculty, advisory boards, university-level obligations)
• Anticipates scheduling conflicts and resolves proactively
• Manages travel arrangements, itineraries, and logistics for conferences, site visits, and university travel

Communications & Correspondence

• Screens, triages, and routes incoming communications and correspondence
• Drafts and edits correspondence, acknowledgment letters, and follow-up communications on behalf of the Dean
• Maintains awareness of sensitive or high-priority issues to flag immediately
• Manages documents requiring the Dean's signature
• Tracks action items and follow-through from communications

Meeting & Event Support

• Prepares meeting materials, documents, agendas, and background documents
• Attends selected meetings to capture notes, decisions, and action items; distributes minutes and tracks follow-up commitments
• Coordinates logistics for Dean-hosted or school level events
• Event coordination may require occasional work outside of standard business hours

Visitor & Relationship Management

• Serves as the first point of contact and "face" of the Dean's office
• Manages the experience of high-profile visitors — faculty candidates, donors, university leadership, external partners, accreditation visitors
• Maintains the Dean's contacts database and relationship tracking
• Coordinates VIP visits from university leadership, board members, or agency representatives

Other Administrative Responsibilities

• Performs other administrative duties and special assignments as needed to support the Dean’s Office and the broader operational needs of the school.

Duties are primarily sedentary. May be required to move objects up to 25 pounds occasionally.

The University of Pittsburgh is an equal opportunity employer / disability / veteran.

Job Details

• 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
• 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: 8:30 am - 5:00 pm
• 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, Cover Letter
• Optional Documents: Not Applicable