Executive Assistant, University Advancement

Carnegie Mellon University; Pittsburgh (Allegheny County); On-site; USD 30,000 - 47,000; Full time

Benefits offered by this job

Benefits package

Tuition benefits

PTO

Job summary

Carnegie Mellon University is seeking an Executive Assistant to support the Senior Associate Vice President for University Advancement. The role demands expert calendar management, event coordination, and a proactive, tech-enabled approach to streamline administrative processes.

You will collaborate with internal teams and external partners, manage expense workflows, and assist with budget reviews while maintaining high integrity and confidentiality in a dynamic, innovative university setting in

Qualifications

• Requires strong organization and planning abilities.
• Excellent communication and attention to detail.
• Ability to adapt to changing priorities and deadlines.
• Experience supporting senior leaders in fast-paced environments.

Responsibilities

• Provide executive administrative support, including complex calendar management, calls, visits, and travel coordination.
• Organize events and meetings, handling agendas and logistics.
• Plan and execute special events and speaker sessions with logistics and materials.
• Act as liaison with departments and external partners.
• Process expense reports, invoices, and purchasing
• Review monthly budget statements and reconcile discrepancies.
• Troubleshoot policy questions and support process improvements.
• Perform other duties as assigned.

Skills

Calendar management

Organization

Communication

Detail orientation

Adaptability

Education

Associate’s degree

Bachelor’s degree preferred

Tools

Zoom

Microsoft Office

AI platforms (ChatGPT, Copilot, Gemini)

Job description

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

• 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.

Benefits

• Comprehensive medical, prescription, dental, and vision insurance as well as a generous retirement savings program with employer contributions.
• Tuition benefits.
• Paid time off and observed holidays.
• Life and accidental death and disability insurance.
• Additional perks including 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.

Location: Pittsburgh, PA | Job Function: Executive Administrative Support | Position Type: Staff – Regular Full Time/Part time Full time | Pay Basis: Hourly

Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran. Statement of Assurance.

Interested in a career with Carnegie Mellon University but not finding anything that currently aligns with your interests, background, or experience? Learn how to sign up for Job Alerts through your candidate profile. If your heart is in your work, come work with us.

Carnegie Mellon University isn’t just one of the world’s most renowned educational institutions – it’s also a hotspot for some of the most talented doers, dreamers, and difference-makers on the planet. When you join our staff, you’ll become an important part of our mission to create a healthier, safer, and more just life for all. No matter what your role or location, you’ll connect and collaborate with dedicated, passionate colleagues – and you’ll have the satisfaction of delivering work that truly matters. We cultivate a vibrant, welcoming environment where everyone is valued and encouraged to contribute and achieve. In addition to competitive benefits and a robust support network, you’ll have access to many tools and resources to sharpen your abilities and professional skills, as well as opportunities to engage and share perspectives with a dynamic and inspiring community of uniquely talented staff, faculty, students, and alumni. The future is awaiting your expertise and intellect. Come join the architects of what’s next.

Learn more about Student Employment. Please see Faculty Careers. For technical assistance, email HR Services or call 412-268-4600.

We are committed to providing an accessible experience throughout our recruitment process. If you need assistance or a reasonable accommodation at any stage of the application, interview, or hiring process, please contact Equal Opportunity Services by email at [e-mail] or by phone at 412-268-5072.