Executive assistant, university advancement

Carnegie Mellon University is world-renowned as the birthplace of artificial intelligence, and that spirit of innovation is the heartbeat of our University Advancement division. As we enter a transformative era of philanthropy, we are seeking an Executive Assistant to join our team.

The Executive Assistant, University Advancement will be responsible for providing extensive administrative and financial support to the Senior Associate Vice President for University Advancement. This position will require adaptability and openness to change as the department and organization evolve, and evaluate and adopt appropriate technologies, including AI-enabled tools and applications to streamline administrative processes, enhance productivity, and improve communication.

Core responsibilities include:

• Providing executive administrative-level support, including complex calendar management, handling phone calls and messaging, greeting visitors, making appropriate referrals, and coordinating travel.
• Organizing special events, divisional and group meetings, including agendas and logistics management.
• Scheduling and executing special events, including quarterly Frontline Fundraisers Forum and other group meetings including “Deep-Dive Conversations”; securing space, ordering media and catering, selecting speakers, and assembling and running presentations.
• Serving as a liaison with various departments as well as external constituents.
• Processing departmental expense reports, invoice payments and purchase orders.
• Participating, reviewing and analyzing monthly budgetary accounting statements, reconciling expense activities, and tracking and resolving identified discrepancies.
• Troubleshooting problems and questions concerning departmental, divisional and/or university policies and procedures.
• Other duties as assigned.

Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University. We are in search of a team member who can effectively interact with a varied population of internal and external partners at a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.

You should demonstrate:

• Organization and Planning skills
• Strong communication skills
• Strong attention to detail and ability to adapt to changing priorities and organizational needs

Qualifications:

• Associate’s degree required (bachelors degree preferred)
• 5-8 years of administrative support experience required
• 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 (ChatGPT, Copilot, Gemini, etc.)

A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Requirements:

• Successful completion of a pre-employment background check

Additional Information:

Sponsorship: Applicants for this position must be currently legally authorized to work for CMU in the United States. CMU will not sponsor or take over the sponsorship of an employment visa for this opportunity. Carnegie Mellon is not a qualifying employer for the STEM OPT benefit: only the 12-month OPT may be used to work at Carnegie Mellon.

Joining the CMU team opens the door to an array of exceptional benefits. Benefits eligible employees enjoy a wide array of benefits including comprehensive medical, prescription, dental, and vision insurance as well as a generous retirement savings program with employer contributions. Unlock your potential with tuition benefits, take well-deserved breaks with ample paid time off and observed holidays, and rest easy with life and accidental death and disability insurance. Additional perks include a free Pittsburgh Regional Transit bus pass, access to our Family Concierge Team to help navigate childcare needs, fitness center access, and much more!

For a comprehensive overview of the benefits available, explore our Benefits page. At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond credentials, we evaluate the role and responsibilities, your valuable work experience, and the knowledge gained through education and training. We appreciate your unique skills and the perspective you bring. Your journey with us is about more than just a job; it’s about finding the perfect fit for your professional growth and personal aspirations.

Are you interested in an exciting opportunity with an exceptional organization?! Apply today!