Executive Assistant

Software Engineering Institute | Carnegie Mellon University•Pittsburgh, PA

22h•Onsite

About The Position

The Executive Assistant supports the Chief Financial Officer in managing the operations, priorities, and daily rhythm of the CFO’s Office and the broader division. This role combines high-level executive coordination with reliable operational and administrative support in a mission-driven environment. The ideal candidate is organized, proactive, skilled at coordinating complex work across teams, and comfortable handling sensitive information with discretion.

Requirements

Associate’s degree
5–8 years of experience in executive support or administrative coordination
Excellent written and verbal communication skills
Strong organizational skills and attention to detail
Proficiency with office and collaboration tools (e.g., Outlook, Teams, SharePoint)
Demonstrated discretion in handling sensitive information

Nice To Haves

Experience in higher education, research, nonprofit, or government-adjacent settings
Familiarity with purchasing, travel, or expense workflows
Experience supporting internal communications or maintaining shared information resources.

Responsibilities

Coordinate multi-party and cross-division scheduling on behalf of the CFO and monitor the CFO’s schedule for future conflicts.
Support the CFO’s time management by identifying sequencing needs and preparation requirements for upcoming commitments.
Coordinate scheduling and logistics for leadership meetings and quarterly financial reviews.
Ensure meetings are properly organized with the correct participants, objectives, materials, and supporting documents.
Maintain strict confidentiality in all executive matters and communications.
Maintain and update key internal reference materials, documents, and communication templates on the division’s internal Wiki site or other shared platforms.
Assist with drafting and coordinating internal division communications and updates.
Support the organization and logistics of CFO-sponsored meetings and division gatherings.
Coordinate routine space-related requests and move logistics in partnership with Facilities and division leadership.
Submit purchase requests, travel requests, and expense reports in accordance with SEI policies.
Manage basic office support needs, including coordinating supply orders and ensuring essential materials are available for the division.
Maintain orderly administrative records and ensure documentation accuracy.
Handle confidential information with discretion and good judgment.
Represent the CFO’s Office professionally in internal and external interactions.