Executive Assistant III - University Communications and Marketing
Carnegie Mellon University
Location: Pittsburgh, Pennsylvania
Internal Number: 2016943
University Communications and Marketing is seeking applicants for an Executive Assistant III. Reporting to the Vice President of University Communications and Marketing, you will be responsible for setting priorities and managing the execution of the administrative functions of the Vice President's Office. You will manage and organize the Vice President's schedule, meetings with internal and external constituents, and prepare the Vice President for meetings and events, in a complex and fast-changing environment.
This position requires a substantive understanding of the Office's mission and objectives, critical projects, key employees and issues. Within parameters set by the Vice President, you will be tasked with solving problems with and through internal colleagues and university stakeholders and make decisions that ensure smooth operation of the Office and projects critical to its success. You will regularly handle sensitive information, which requires maintaining strict confidentiality and discretion.
The nature of this role requires a high degree of professionalism in dealing with high-level contracts and exposure to sensitive information requiring the use of tact, diplomacy, discretion, judgment, and independent decision-making. You must have the flexibility to take on some tasks on short notice, outside business hours.
Core Responsibilities include:
Manages the administration of the Office of the Vice President and works collaboratively with others across the division and University
Prepares and manages incoming and outgoing correspondence, memos, drafts communication, presentations, and responses to inquires
Identifies priorities for the Office and may bring new or pending issues to the attention of the Vice President and his leadership team
Counsels Vice President on status, opportunities and high-level projects and concerns of division on a regular basis
Manages finance operations using the purchase card, expense reporting, Oracle reporting, financial reviews and reconciliations and ensure financial tasks are completed and discrepancies are resolved
Coordinates logistical details for divisional staff meetings, Campus Communicators meetings, off-site meetings, social events and conference calls
Serves as back-up coverage and front desk coverage at Warner Hall for the President's Office on an as-needed basis
Provides guidance and response to requests when needed as a proxy for the departmental leader
Arranges travel and manages travel expenses for the Vice President
Other duties as assigned
You must demonstrate:
Excellent organization and planning skills
Excellent oral and written communication abilities
Excel working in a deadline driven environment
Demonstrated fluency in Microsoft Word, Outlook, Gmail and Microsoft Excel and PowerPoint required
Ability to prioritize tasks, delegate tasks to administrative team, meet deadlines and handle multiple tasks simultaneously
Ability to work with sensitive information, maintain confidentiality and use discretion
Ability to influence others to act and work effectively as a part of a team
Adaptability and openness to change as the department and organization evolves.
Associate's degree in business, related discipline or an equivalent combination of education and/or experience.
A minimum of 5 -8 years of administrative or business support experience required.
Preferred Qualifications :
Bachelor's degree preferred
Experience with office administration and direct administrative support for a high-level executive
Experience in a marketing and communications environment
Familiarity with project management systems
Successful background check
COVID-19 Condition of Employment
As a condition of employment, Carnegie Mellon University requires all staff and faculty working in Pennsylvania, California, Washington D.C., New York and Virginia to be fully vaccinated against COVID-19. Prior to commencement of employment, new hires must provide proof of their vaccination or have an approved exemption.
New employees requesting a medical , religious or strong moral or ethical conviction exemption from the vaccine must complete and submit an exemption request form for review and approval. To receive the appropriate exemption request form, contact firstname.lastname@example.org . Employees with approved exemptions will be required to comply with all applicable COVID-19 mitigation requirements including use of facial coverings, Daily Self-Assessment and Weekly Tartan Testing.
Executive Administrative Support
Staff - Regular
Full Time/Part time
Please visit " Why Carnegie Mellon " to learn more about becoming part of an institution inspiring innovations that change the world.
Carnegie Mellon (www.cmu.edu) is a private, internationally ranked research university with programs in areas ranging from science, technology and business, to public policy, the humanities and the arts. More than 12,000 students in the university’s seven schools and colleges benefit from a small student-to-faculty ratio and an education characterized by its focus on creating and implementing solutions for real problems, interdisciplinary collaboration and innovation. A global university, Carnegie Mellon’s main campus in the United States is in Pittsburgh, Pa. It has campuses in California’s Silicon Valley and Qatar, and programs in Africa, Asia, Australia, Europe and Mexico.