Temporary Employment Services (TES) - Temporary Executive Assistant

Carnegie Mellon University•Pittsburgh, PA

About The Position

The Temporary Executive Assistant provides high-level administrative and organizational support to the Vice President and Dean, helping them manage schedules, priorities, communications, and day-to-day executive responsibilities. The role coordinates complex calendars, meetings, domestic and international travel, executive visits, correspondence, and expense administration, while serving as a professional point of contact for internal and external stakeholders. The position requires sound judgment, strict confidentiality, anticipation of executive needs, and timely follow-up on commitments and action items. Through exceptional organization, attention to detail, and proactive support, the Executive Assistant helps the Vice President and Dean operate efficiently and remain focused on institutional priorities. This is a full-time temporary position through Carnegie Mellon University’s Temporary Employment Services (TES), offering hands-on experience and on-the-job training in financial and administrative operations, comprehensive benefits, and a potential pathway for long-term career growth. The position is based in Pittsburgh, Pennsylvania.

Requirements

Associate degree required; a combination of education and relevant experience demonstrating comparable knowledge may be considered.
Five to eight 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 take over sponsorship of an employment visa for this opportunity.

Responsibilities

Manage complex calendars for the Vice President and Dean, prioritize competing demands, and proactively identify scheduling conflicts or opportunities.
Coordinate meetings, prepare agendas and background materials, and ensure executives are prepared for engagements.
Track meeting follow-ups, outstanding action items, and commitments to support timely completion and effective use of executive time.
Coordinate domestic and international travel arrangements, including transportation, lodging, itineraries, and associated documentation.
Organize logistics for visitors and executive engagements, including scheduling, meeting arrangements, hospitality, and accommodations.
Anticipate travel and visit needs, communicate itinerary details to participants, and resolve logistical changes.
Draft, edit, and proofread correspondence, presentations, and other communications on behalf of the Vice President and Dean.
Serve as a primary administrative point of 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, ensuring completeness and timely processing.
Maintain organized records of expenses, travel, correspondence, and other executive office documentation.
Coordinate day-to-day administrative logistics and ensure executives have the information, materials, resources, and support needed 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 to keep daily activities organized and running smoothly.
Perform other duties as assigned.