Executive Assistant II - Office of Human Resources

Carnegie Mellon University•Pittsburgh, PA

13d•Hybrid

About The Position

Be part of a team that helps CMU thrive! The Office of Human Resources at Carnegie Mellon University is seeking an Executive Assistant II to join our team. In this high-impact role, you will serve as the primary administrative and operational support for the Chief Human Resources Officer (CHRO), while also providing essential assistance to the HR leadership team. You will ensure seamless operations across administrative, operational, and financial functions. From managing complex calendars and coordinating travel to planning high-level meetings and crafting polished reports and presentations, no two days are the same, and your work will directly enable the CHRO and HR leadership to focus on advancing strategic priorities for the university. As a central connector across the university, you’ll build strong relationships with colleagues across departments and with external partners while managing essential processes. This position requires adaptability, discretion, and the ability to thrive in a fast-paced, dynamic environment, making it a pivotal role within the HR team and an exciting opportunity to make a meaningful impact at CMU. Key Responsibilities Serve as the primary administrative support for the CHRO, including calendar management, meeting coordination, executive correspondence, and general office administration. Provide additional support to the HR leadership team, ensuring smooth operations across shared initiatives. Plan and coordinate meetings, events, and travel, including agendas, materials, and follow-ups. Help coordinate and organize divisional recognition and celebration events, fostering engagement and team morale. Prepare correspondence, presentations, reports, and pre-read materials for leadership and key stakeholders. Coordinate agendas, minutes, and meeting materials for office and executive management team meetings. Support onboarding and offboarding processes, including equipment setup, returns, and other administrative tasks. Distribute OHR-wide communications and manage division supplies. Serve as a liaison between the CHRO’s office, internal teams, and external partners, troubleshooting and resolving routine and unique issues. Handle financial processes, including procurement, purchase orders, reimbursements, and account reconciliations. Utilize advanced productivity platforms, collaboration tools, and AI-driven solutions to streamline workflows, manage information, and support decision-making. 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: Organization & Time Management: Effectively manage complex calendars, prioritize tasks, and handle multiple projects and deadlines with precision. Communication & Interpersonal Skills: Strong written and verbal communication, professional correspondence, and the ability to build relationships across diverse teams and stakeholders. Problem-Solving & Initiative: Proactively anticipate needs, troubleshoot challenges, and suggest process improvements. Technical & Digital Proficiency: Skilled with Microsoft Office, collaboration tools, and AI-driven platforms to streamline workflows and support decision-making. Event & Project Coordination: Plan and execute meetings, events, and travel, including agendas, materials, and follow-ups. Professionalism & Confidentiality: Handle sensitive information with discretion, maintaining a professional and courteous demeanor. Adaptability & Collaboration: Thrive in fast-paced environments, adjust to changing priorities, and collaborate effectively across departments.

Requirements

Organization & Time Management: Effectively manage complex calendars, prioritize tasks, and handle multiple projects and deadlines with precision.
Communication & Interpersonal Skills: Strong written and verbal communication, professional correspondence, and the ability to build relationships across diverse teams and stakeholders.
Problem-Solving & Initiative: Proactively anticipate needs, troubleshoot challenges, and suggest process improvements.
Technical & Digital Proficiency: Skilled with Microsoft Office, collaboration tools, and AI-driven platforms to streamline workflows and support decision-making.
Event & Project Coordination: Plan and execute meetings, events, and travel, including agendas, materials, and follow-ups.
Professionalism & Confidentiality: Handle sensitive information with discretion, maintaining a professional and courteous demeanor.
Adaptability & Collaboration: Thrive in fast-paced environments, adjust to changing priorities, and collaborate effectively across departments.
Education : Associate’s Degree required.
Experience : 5–8 years of administrative support experience required. A combination of education and relevant experience demonstrating comparable knowledge may be considered.
Successful completion of a pre-employment background check.
Applicants for this position must be currently legally authorized to work for CMU in the United States. CMU will not sponsor or take over the sponsorship of an employment visa for this opportunity.
Carnegie Mellon is not a qualifying employer for the STEM OPT benefit: only the 12-month OPT may be used to work at Carnegie Mellon.

Responsibilities

Serve as the primary administrative support for the CHRO, including calendar management, meeting coordination, executive correspondence, and general office administration.
Provide additional support to the HR leadership team, ensuring smooth operations across shared initiatives.
Plan and coordinate meetings, events, and travel, including agendas, materials, and follow-ups.
Help coordinate and organize divisional recognition and celebration events, fostering engagement and team morale.
Prepare correspondence, presentations, reports, and pre-read materials for leadership and key stakeholders.
Coordinate agendas, minutes, and meeting materials for office and executive management team meetings.
Support onboarding and offboarding processes, including equipment setup, returns, and other administrative tasks.
Distribute OHR-wide communications and manage division supplies.
Serve as a liaison between the CHRO’s office, internal teams, and external partners, troubleshooting and resolving routine and unique issues.
Handle financial processes, including procurement, purchase orders, reimbursements, and account reconciliations.
Utilize advanced productivity platforms, collaboration tools, and AI-driven solutions to streamline workflows, manage information, and support decision-making.

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!

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