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 requires adaptability and openness to organizational change, including evaluating and adopting appropriate technologies and AI-enabled tools to streamline administrative processes, enhance productivity, and improve communication. The Executive Assistant provides high-level administrative coordination, manages calendars and travel, supports meetings and events, liaises with internal departments and external constituents, and processes financial transactions. The position also reviews budgetary statements, reconciles expenses, resolves discrepancies, and helps address questions about departmental, divisional, and university policies and procedures. Carnegie Mellon seeks a detail-oriented, organized team member with strong communication skills who can manage changing priorities while supporting the university's mission.

Requirements

Associate’s degree required; a bachelor’s degree is preferred.
5–8 years of administrative support experience.
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.
Demonstrated 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 will not sponsor or take over sponsorship of an employment visa for this opportunity.

Nice To Haves

Bachelor’s degree.

Responsibilities

Provide executive administrative support, including complex calendar management, handling phone calls and messages, greeting visitors, making referrals, and coordinating travel.
Organize special events, divisional and group meetings, including agenda preparation and logistics management.
Schedule and execute 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 discrepancies.
Troubleshoot questions and problems concerning departmental, divisional, and university policies and procedures.
Perform other duties as assigned.