Executive Assistant to the Dean - Dietrich College

Carnegie Mellon University•Pittsburgh, PA

2d•Hybrid

About The Position

Reporting to the Dean of the Dietrich College of Humanities and Social Sciences, the Executive Assistant to the Dean serves as a senior operational leader for the Office of the Dean, responsible for advancing priorities, coordinating initiatives, and ensuring effective execution across the College. This role focuses on translating the Dean’s goals into actionable plans, facilitating decision-making processes, and maintaining alignment across stakeholders. The Executive Assistant to the Dean oversees the day-to-day functioning of the Dean’s Office, ensures organizational effectiveness, and supports the Dean through disciplined coordination, communication, and follow-through. The position balances operational management with strategic implementation, emphasizing execution, accountability, and institutional alignment. This position is responsible for providing direct administrative support to the Dean, with regard to management of calendars, the triaging/prioritization of scheduling meetings, meeting logistics, travel, briefings/meeting agendas, correspondence, reimbursements/reconciliations, and all other various administrative tasks/duties. This position will regularly handle sensitive information and requires maintaining strict confidentiality and discretion. This position will also require adaptability and openness to change as the College and organization evolves. This position will guide other administrative staff and the objectives of the Dean’s office.

Requirements

Excellent written, verbal, and interpersonal communication skills, with the ability to effectively collaborate and build relationships with a diverse range of stakeholders.
Strong organizational, planning, and advanced calendar management skills, with exceptional attention to detail and consistent follow-through.
Proven ability to manage multiple projects and competing priorities, exercise sound judgment, meet deadlines, and perform effectively in a fast-paced environment with frequent interruptions.
Strong analytical thinking, structured problem-solving, and decision-making skills.
Experience facilitating meetings, documenting discussions, and maintaining accurate, detailed reports and records.
Ability to work independently and collaboratively as part of a team while following directions and adapting to changing priorities.
Ability to prioritize work, manage multiple tasks simultaneously, and maintain a high level of accuracy and professionalism.
Ability to occasionally walk, stand, bend, and lift as needed to perform the essential functions of the position.
Willingness and ability to travel to and work at various campus locations as required.
Associate's degree required, Bachelor’s degree preferred
5-8 years of relevant experience required; prior experience supporting senior leaders in complex organizations is preferred
Ability to work evenings and weekends as needed
A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Nice To Haves

prior experience supporting senior leaders in complex organizations is preferred

Responsibilities

Manage the daily operations of the Office of the Dean, ensuring efficiency, coordination, and alignment with College priorities and Strategic Plan.
Integrate executive support, communication, and project coordination functions to enable effective decision-making and implementation.
Prepare briefings, materials, and analyses to support the Dean’s engagements and institutional responsibilities.
Own and manage the Dean’s complex calendar, ensuring strategic prioritization of time and alignment with institutional goals.
Coordinate internal and external meetings, balancing competing priorities and ensuring adequate preparation time.
Anticipate scheduling needs, resolve conflicts, and ensure participants are prepared with agendas and materials in advance.
Design and manage meeting structures for the Dean’s Cabinet and leadership groups.
Develop agendas aligned to priorities and intended outcomes.
Document meetings by capturing decisions, minutes, and action items.
Ensure timely distribution of notes and systematically track and follow up on action items to completion.
Manage the strategic planning process (to initiate July 2026 for full implementation July 2027).
Coordinate the development and implementation of College priorities and initiatives.
Track progress, milestones, and outcomes to ensure alignment with the university framework and the College Strategic Plan.
Facilitate collaboration across CMU and within Dietrich College to advance initiatives and maintain momentum.
Lead and manage high-priority projects on behalf of the Dean.
Coordinate efforts across departments and administrative units to ensure timely execution of deliverables.
Establish timelines, manage stakeholders, and monitor progress.
Serve as a central coordination point between the Dean’s Office and internal and external stakeholders.
Facilitate clear, consistent communication and ensure appropriate follow-up on key issues.
Draft correspondence, reports, and presentations in support of College priorities.
Improve processes and workflows within the Dean’s Office to enhance efficiency and responsiveness.
Coordinate with administrative functions to support execution of College priorities.
Identify and address operational risks that may impact progress.
Serve on university and college-wide committees as appropriate
Other related duties as assigned.