Temporary Employment Services (TES) - Temporary Executive Assistant

Carnegie Mellon University•Pittsburgh, PA

About The Position

Carnegie Mellon University’s Temporary Employment Services (TES) is hiring a Temporary Executive Assistant to provide high-level administrative and organizational support to a Vice President and Dean. The role supports effective management of schedules, priorities, communications, and day-to-day executive responsibilities in a collaborative university environment. The Executive Assistant coordinates complex calendars and meetings; domestic and international travel; executive visits; correspondence; and expense administration. The position serves as a professional point of contact for internal and external stakeholders, exercises sound judgment, maintains strict confidentiality, anticipates executive needs, and ensures timely follow-up on commitments and action items. Exceptional organization, attention to detail, and proactive support help the Vice President and Dean operate efficiently and focus on institutional priorities.

Requirements

Associate degree required; a combination of education and relevant experience demonstrating comparable knowledge may be considered.
5–8 years of relevant experience.
Successful completion of a background check.
Must be currently legally authorized to work for Carnegie Mellon University in the United States; the university will not sponsor or assume sponsorship of an employment visa for this opportunity.

Responsibilities

Manage complex calendars for the Vice President and Dean, prioritize competing demands, and identify scheduling conflicts or opportunities.
Coordinate meetings, prepare agendas and background materials, and ensure executives are prepared for engagements.
Track meeting follow-ups, action items, and commitments.
Coordinate domestic and international travel, including transportation, lodging, itineraries, and documentation.
Organize logistics for visitors and executive engagements, including scheduling, meetings, hospitality, and accommodations.
Communicate itinerary details and resolve travel and visit changes.
Draft, edit, and proofread correspondence, presentations, and other communications on behalf of the Vice President and Dean.
Serve as a primary administrative contact for internal and external stakeholders, respond to routine inquiries, and direct requests appropriately.
Handle sensitive communications and confidential information with discretion and sound judgment.
Prepare and submit expense reports, travel reimbursements, and supporting documentation in accordance with university policies and procedures.
Coordinate purchasing requests, payment documentation, and related administrative transactions.
Maintain organized records of expenses, travel, correspondence, and executive office documentation.
Coordinate day-to-day administrative logistics and provide executives with information, materials, resources, and support for scheduled activities.
Monitor deadlines, pending approvals, and outstanding requests; provide reminders and follow up to support timely resolution.
Anticipate administrative needs, address routine issues, and recommend practical solutions.
Perform other duties as assigned.