Executive Assistant - College of Engineering - INI

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 Information Networking Institute (INI) at Carnegie Mellon University (CMU) educates and develops engineers through technical, interdisciplinary master’s degree programs in information networking, security and mobile and IoT engineering that incorporate business and policy perspectives.

INI is seeking an Executive Assistant to join the team! The Executive Assistant provides high-level administrative and executive support to the Director of INI, serving as a key partner in managing the daily operations of the director's office. This role is responsible for coordinating a complex calendar, managing competing priorities and deadlines, handling sensitive and confidential information, and serving as a primary point of contact for a wide range of internal and external stakeholders, including university leadership, faculty, staff, government agencies, industry partners, and international collaborators.

In addition to executive support responsibilities, the Executive Assistant plays a critical role in supporting faculty review, promotion, and recruitment processes. The position coordinates faculty search activities, manages administrative processes within Interfolio, facilitates committee meetings and candidate visits, and ensures all materials, deadlines, and requirements are completed accurately and on time. The role also oversees complex domestic and international travel arrangements, travel reimbursements, and university card reconciliations while maintaining a high level of professionalism, discretion, and attention to detail in all aspects of the work.

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 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 organizational, planning, and communication skills required.
• A combination of education and proven experience from which comparable knowledge is demonstrated may be considered.

Requirements:

• Successful completion of a pre-employment background check

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!

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