Executive Administrative Assistant - College of Engineering - Civil and Environmental Engineering

Carnegie Mellon University • Pittsburgh, PA

5d

About The Position

Carnegie Mellon University is a private, global research university that stands among the world’s most renowned education institutions. With ground-breaking brain science, path-breaking performances, creative start-ups, big data, big ambitions, hands-on learning, and a whole lot of robots, CMU doesn’t imagine the future, we invent it. If you’re passionate about joining a community that challenges the curious to deliver work that matters, your journey starts here! The Civil and Environmental Engineering Department at Carnegie Mellon offers a unique interdisciplinary program that enables you to develop imaginative solutions to real-world engineering problems. With access to cutting-edge research and technology, high achieving, energetic - yet approachable - faculty, and an innovative and flexible curriculum, we consistently rank among the top engineering programs by US News and World Report. The Executive Administrative Assistant serves as a strategic partner to the Department Head and Executive Leadership Team, managing day-to-day executive operations while overseeing high-level administrative processes, faculty affairs coordination, and departmental initiatives. This role requires discretion, initiative, leadership and the ability to manage multiple complex priorities in a fast-paced academic environment.

Requirements

• Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University. We are in search of a team member who can effectively interact with a varied population of internal and external partners at a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work. You should demonstrate:
• Excellent written and verbal communication skills, with the ability to represent leadership professionally
• Advanced organizational and time-management skills, with the capacity to manage multiple complex priorities simultaneously.
• Leadership and ownership, confidently guiding processes, coordinating stakeholders and ensuring accountability.
• Proactive initiative, anticipating needs, identifying improvements and acting independently with sound judgment.
• Adaptability and flexibility, thriving in a fast-paced environment with evolving priorities.
• Institutional acumen, with a strong understanding of university and college operations, policies and structures.
• Demonstrated technology capabilities including use of Google Suite and Microsoft Office software products
• Strong professionalism, both internally and externally
• HS diploma or GED required (associate’s degree preferred)
• 5-8 years of administrative experience required
• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.
• Successful background check

Responsibilities

• Executive Leadership Support: Serve as Executive Administrative Assistant to the Department Head and Executive Leadership Team, managing daily administrative operations, providing calendar support and ensuring seamless workflow.
• Serve as a steady and professional representative of the department in interactions with faculty, staff, students, candidates and external partners.
• Prepare correspondence, memoranda, presentations, reports and other materials on behalf of executive leadership that align with the professional brand guidelines of the university.
• Submit and process complex travel reimbursements, expense reports, and purchasing card reconciliations for the Department Head, Senior Director of Finance & Operations and others as directed, ensuring accuracy and timeliness.
• Serve as a front office liaison, independently addressing routine and complex questions related to departmental and university policies and procedures.
• Maintain strict confidentiality of sensitive personnel, financial, and institutional information.
• Anticipate leadership needs and act independently to resolve issues before they escalate.
• Faculty Affairs & Academic Administration: Oversee the administrative aspects of the Faculty Review, Promotion and Tenure (RPT) process, ensuring compliance with university policies, deadlines and documentation standards.
• Prepare, track, and update annual faculty reviews, courtesy appointment review/renewals, faculty leave documentation and annual CV collection.
• Manage the full lifecycle of faculty searches, including: posting and managing positions in Interfolio; coordinating search committee meetings & meeting minutes; managing applicant data and materials; scheduling and facilitating virtual & on-campus interviews; and serving as primary liaison between candidates and the university
• Lead and coordinate faculty onboarding processes, including appointment documentation, workspace and system access coordination, visa/work authorization processing (as applicable), orientation scheduling and cross-departmental coordination to ensure a seamless transition for new faculty.
• Process visa and work authorization requests for faculty and research staff
• Strategic Projects & Departmental Initiatives: Take initiative in managing special projects and departmental priorities, proactively identifying needs, improving processes and ensuring timely completion of deliverables.
• Organize and monitor departmental committees, ensuring adherence to reporting schedules and alignment with strategic priorities.
• Lead planning and execution of key departmental events and initiatives, including: annual faculty & staff retreat; monthly faculty and staff meetings; annual state of the department presentation; visits by domestic and international delegates; and annual faculty reporting processes.
• Operate with a high degree of autonomy, exercising sound judgment and discretion.
• Support departmental events and initiatives as needed, with supervisor approval.
• Operations & Systems Management Prepare, organize and maintain departmental operational documents and records
• Manage and maintain Google Groups, Shared Google Drives and internal document systems to ensure accessibility, organization and data integrity.
• Maintain and organize confidential financial and personnel records.
• Proactively identify opportunities to improve administrative processes and operational efficiency
• Other duties as required by business needs

Benefits

• Joining the CMU team opens the door to an array of exceptional benefits. Benefits eligible employees enjoy a wide array of benefits including comprehensive medical, prescription, dental, and vision insurance as well as a generous retirement savings program with employer contributions.
• Unlock your potential with tuition benefits, take well-deserved breaks with ample paid time off and observed holidays, and rest easy with life and accidental death and disability insurance.
• Additional perks include a free Pittsburgh Regional Transit bus pass, access to our Family Concierge Team to help navigate childcare needs, fitness center access, and much more!
• For a comprehensive overview of the benefits available, explore our Benefits page.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED