Executive Assistant Jobs in Pittsburgh, PA

About The Position

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.

Benefits

• Comprehensive medical, prescription, dental, and vision insurance
• Retirement savings program with employer contributions
• Tuition benefits
• Paid time off and observed holidays
• Life insurance
• Accidental death and disability insurance
• Free Pittsburgh Regional Transit bus pass
• Family Concierge Team assistance with childcare needs
• Fitness center access