"Executive Assistant II - Finance Division"

Carnegie Mellon University is a private, global research university that stands among the world's most renowned education institutions. With ground-breaking brain science, path-breaking performances, creative start-ups, big data, big ambitions, hands-on learning, and a whole lot of robots, CMU doesn't imagine the future, we invent it. If you're passionate about joining a community that challenges the curious to deliver work that matters, your journey starts here!

The Finance Division is about more than just money and assets. We are builders and connectors who ensure the university can not only deliver on its mission but also innovate and thrive for the foreseeable future. Through top-tier financial expertise, evidence-based analysis, and creative thinking with a human approach, we are equipped to keep all of CMU in a position of strength.

We are seeking an Executive Assistant II to join the team. The Executive Assistant II plays a key role in supporting a senior Carnegie Mellon University executive, ensuring smooth operations across administrative and financial functions. This dynamic position manages complex calendars, coordinates travel, plans and executes high-level meetings and events, and prepares polished materials for presentations and reports. Serving as a central point of contact, the Executive Assistant II builds strong relationships across departments and with external partners while handling financial processes such as procurement, purchase orders, and reimbursements. The ideal candidate is proactive, detail-oriented, and adaptable--able to manage sensitive information with discretion and thrive in a fast-paced, evolving environment.

Core 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 absolutely 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.

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.

Qualifications:

• Associate's Degree required.
• 5-8 years of administrative support experience required.
• Excellent organization, planning, and communication skills.
• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Requirements:

• Successful background check

Additional Information:

• Work Posture: This position is operating on a hybrid schedule, with an in-office presence 2 days a week.
• Typical Work Schedule: Monday-Friday from 8:30-4:30pm. An alternate work schedule allowing for evening and weekend hours will be required on occasion.

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.

Location Pittsburgh, PA

Job Function Executive Administrative Support

Position Type Staff - Regular

Full Time/Part time Full time

Pay Basis Hourly