Executive Assistant - College of Engineering - INI
About The Position
Carnegie Mellon University (CMU) is seeking an Executive Assistant to join the Information Networking Institute (INI) team. The Executive Assistant will provide high-level administrative and executive support to the Director of INI, acting as a key partner in managing the director's office operations. This role involves coordinating a complex calendar, managing priorities and deadlines, handling confidential information, and serving as a primary point of contact for various stakeholders. Additionally, the Executive Assistant will support faculty review, promotion, and recruitment processes, including coordinating search activities, managing administrative processes in Interfolio, facilitating meetings, and ensuring timely completion of materials. The position also oversees complex domestic and international travel arrangements, reimbursements, and university card reconciliations, requiring professionalism, discretion, and attention to detail.
Requirements
- Associate’s Degree required.
- 5-8 years of administrative support experience required.
- Excellent organizational, planning, and communication skills required.
- Successful completion of a pre-employment background check.
Nice To Haves
- A combination of education and proven experience from which comparable knowledge is demonstrated may be considered.
Responsibilities
- Prepares correspondence, reports, newsletters and other documents on behalf of VP/Executive.
- Manage administrative responsibilities of the VP/Executive office.
- Includes managing time commitment (calendar) and respective prioritization, communications, interactions with other members of the management team and academic community, troubleshooting problems and questions concerning office and University policies and procedures, responding to inquiries and routine questions, referring only those necessary to supervisor.
- Responsible for preparation and/or revision (on behalf of VP/Executive) of PowerPoint presentations and respective pre-reads for presentations to campus community, management team and BOT committees/meetings.
- Also includes coordination of agendas, minutes, and meeting materials within the office and within the executive management team.
- Participates, reviews and analyzes monthly accounting statements, reconciling accounts, tracking and resolving identified discrepancies.
- Troubleshoots problems and questions concerning departmental, divisional and/or university policies and procedures.
- Liaison between department and outside organizations.
- Answers all routine and most unique questions or corrects more problems/issues directly.
- Refers only the most difficult issues and questions to supervisor.
- Coordinates faculty search activities, manages administrative processes within Interfolio, facilitates committee meetings and candidate visits, and ensures all materials, deadlines, and requirements are completed accurately and on time.
- Oversees complex domestic and international travel arrangements, travel reimbursements, and university card reconciliations.
Benefits
- comprehensive medical, prescription, dental, and vision insurance
- generous retirement savings program with employer contributions
- tuition benefits
- ample paid time off and observed holidays
- life and accidental death and disability insurance
- free Pittsburgh Regional Transit bus pass
- access to our Family Concierge Team to help navigate childcare needs
- fitness center access
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What This Job Offers
Job Type
Part-time
Career Level
Executive
Education Level
Associate degree
