Senior Administrative Coordinator - CMU Office of the President

Carnegie Mellon University•Pittsburgh, PA

3d•Onsite

About The Position

The Senior Administrative Coordinator in Carnegie Mellon University’s Office of the President combines executive administration, facilities coordination, stakeholder liaison duties, and project coordination to support operational excellence. The role works in a fast-paced environment and interacts with a varied population of internal and external partners, handling sensitive matters with integrity and discretion. The position oversees executive conference rooms, office resources, inventory, procurement, vendor communications, expense reports, and invoices. It serves as a key contact for institutional partners and external stakeholders, manages front-desk and executive guest experiences, and drafts and tracks executive correspondence and records. The coordinator also provides administrative support to the President’s management team, including calendar and travel management, meeting preparation, minute-taking, and deadline tracking. Additional duties include coordinating special projects, strategic initiatives, university programs, executive events, and meetings. The role is based in Pittsburgh, Pennsylvania, and is a regular, full-time staff position paid hourly. A successful background check is required.

Requirements

High school education or GED.
A minimum of five years of related work in an administrative support capacity.
Experience working in fast-paced and changing environments.
Willingness to handle a diverse cross-section of tasks supporting the administrative operations of the President’s Office.
Successful background check.
A combination of education and meaningful experience demonstrating comparable knowledge may be considered.

Nice To Haves

Associate’s or bachelor’s degree.
Experience working with and supporting executive leadership.

Responsibilities

Oversee operations for five executive conference rooms, including scheduling, physical and electronic access management, maintenance, and routine servicing.
Manage supply chain operations for the President’s Office and shared floor spaces, including inventory tracking, procurement, and vendor communications.
Prepare, verify, and process executive expense reports and vendor invoices in compliance with university policy.
Maintain discretion regarding sensitive university and administrative matters and provide operational backup for team members as needed.
Serve as the primary point of contact for internal institutional partners and external organizational stakeholders.
Oversee front-desk operations; welcome, screen, and manage executive-level guests, donors, and dignitaries with discretion and diplomacy.
Draft and review executive correspondence for the President.
Maintain digital and hard-copy archival systems to track critical communications and workflow.
Provide proactive administrative support to the President’s management team, including calendar management, travel arrangements, meeting agendas, and detailed minute-taking.
Monitor operational calendars and track institutional timelines, performance reviews, and executive reporting deadlines.
Assist with planning and executing special projects and strategic departmental initiatives, tracking timelines, deliverables, and resource allocations.
Coordinate logistics, resource management, and cross-functional support for university programs, executive events, and strategic meetings.