Executive Assistant, University Advancement

Carnegie Mellon University•Pittsburgh, PA

About The Position

The Executive Assistant, University Advancement provides extensive administrative and financial support to the Senior Associate Vice President for University Advancement. The role calls for adaptability and openness to change as the department and organization evolve, including evaluating and adopting appropriate technologies—such as AI-enabled tools and applications—to streamline administrative processes, enhance productivity, and improve communication. The position interacts with internal and external partners and supports Carnegie Mellon University’s mission.

Requirements

Associate’s degree required; a bachelor’s degree is preferred.
5–8 years of administrative support experience required.
Experience using virtual meeting platforms and collaborative work technologies, such as Zoom.
Experience managing multiple priorities and deadlines in a fast-paced environment.
Experience with Microsoft Office.
Experience using common artificial intelligence platforms such as ChatGPT, Copilot, or Gemini.
Organization and planning skills.
Strong communication skills.
Strong attention to detail and ability to adapt to changing priorities and organizational needs.
Successful completion of a pre-employment background check.
Must be currently legally authorized to work in the United States; Carnegie Mellon University will not sponsor or assume sponsorship of an employment visa for this opportunity. The university is not a qualifying employer for the STEM OPT benefit; only the 12-month OPT may be used to work at Carnegie Mellon.
A combination of education and relevant experience demonstrating comparable knowledge may be considered.

Nice To Haves

Bachelor’s degree.

Responsibilities

Provide executive-level administrative support, including complex calendar management, handling phone calls and messages, greeting visitors, making appropriate referrals, and coordinating travel.
Organize special events, divisional and group meetings, including managing agendas and logistics.
Schedule and execute special events, including the quarterly Frontline Fundraisers Forum and “Deep-Dive Conversations”; secure space, order media and catering, select speakers, and assemble and run presentations.
Serve as a liaison with various departments and external constituents.
Process departmental expense reports, invoice payments, and purchase orders.
Participate in reviewing and analyzing monthly budgetary accounting statements, reconcile expense activities, and track and resolve identified discrepancies.
Troubleshoot questions and problems concerning departmental, divisional, and university policies and procedures.
Perform other duties as assigned.
Evaluate and adopt appropriate technologies, including AI-enabled tools and applications, to streamline administrative processes, enhance productivity, and improve communication.