Executive Assistant - College of Engineering - INI

Carnegie Mellon University•Pittsburgh, PA

3d•Onsite

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, managing daily operations of the director's office. This role involves coordinating a complex calendar, managing priorities and deadlines, handling confidential information, and acting 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 role also includes overseeing complex domestic and international travel arrangements, reimbursements, and university card reconciliations, all while maintaining 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.
Coordinate faculty search activities, manage administrative processes within Interfolio, facilitate 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.