Temporary Employment Services (TES) - Temporary Executive Assistant

Are you searching for an outstanding opportunity to gain hands-on experience and develop new skills at a world-class research university? At Carnegie Mellon University, our Temporary Employment Services (TES) acts as a trusted resource for departments across the campus, providing you with the chance to showcase your expertise in a collaborative and professional environment! We take pride in offering full-time temporary positions that provide:

• Valuable on-the-job training and applied experience in financial and administrative operations.
• Comprehensive benefits packages that support your well-being.
• A clear pathway for long-term career growth within our community.

We are seeking a Temporary Executive Assistant who provides high-level administrative and organizational support, enabling effective management of their schedules, priorities, communications, and day-to-day executive responsibilities. This position coordinates complex calendars, meetings, domestic and international travel, executive visits, correspondence, and expense administration while serving as a professional point of contact for internal and external stakeholders. The Executive Assistant exercises sound judgment, maintains strict confidentiality, anticipates executive needs, and ensures timely follow-up on commitments and action items. Through exceptional organization, attention to detail, and proactive support, the position helps the Vice President and Dean operate efficiently and remain focused on institutional priorities.

Core responsibilities:

Executive Calendar and Meeting Management

• Manage complex calendars for the Vice President and Dean, prioritizing competing demands and proactively identifying scheduling conflicts or opportunities.
• Coordinate meetings, prepare agendas and relevant background materials, and ensure executives are appropriately prepared for upcoming engagements.
• Track meeting follow-ups, outstanding action items, and commitments to support timely completion and effective use of executive time.

Travel and Visit Coordination

• Coordinate domestic and international travel arrangements, including transportation, lodging, itineraries, and associated documentation.
• Organize logistics for visitors and executive engagements, including scheduling, meeting arrangements, hospitality, and other necessary accommodations.
• Anticipate travel and visit needs, communicate itinerary details to relevant participants, and resolve logistical changes as they arise.

Executive Communications and Stakeholder Relations

• Draft, edit, and proofread correspondence, presentations, and other communications on behalf of the Vice President and Dean, ensuring accuracy, professionalism, and appropriate tone.
• Serve as a primary administrative point of contact for internal and external stakeholders, responding to routine inquiries and directing requests to the appropriate individuals.
• Handle sensitive communications and confidential information with discretion, sound judgment, and attention to detail.

Expense and Administrative Support

• Prepare and submit expense reports, travel reimbursements, and supporting documentation in accordance with university policies and established procedures.
• Coordinate purchasing requests, payment documentation, and related administrative transactions, ensuring completeness and timely processing.
• Maintain organized records of expenses, travel, correspondence, and other executive office documentation to support accurate recordkeeping and retrieval.

Executive Office Coordination

• Coordinate day-to-day administrative logistics, ensuring the executives have the information, materials, resources, and support needed for scheduled activities and commitments.
• Monitor deadlines, pending approvals, and outstanding requests; provide reminders and follow up with relevant individuals to support timely resolution.
• Anticipate the executives’ administrative needs, proactively address routine issues, and recommend practical solutions to keep daily activities organized and running smoothly.

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.

Qualifications:

Education: Associates degree required; a combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Experience: 5-8 years of relevant experience

Requirement:

Successful completion of a 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!

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