Executive Administrative Assistant - College of Engineering - Civil and Environmental Engineering

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 Civil and Environmental Engineering Department at Carnegie Mellon offers a unique interdisciplinary program that enables you to develop imaginative solutions to real-world engineering problems. With access to cutting-edge research and technology, high achieving, energetic - yet approachable - faculty, and an innovative and flexible curriculum, we consistently rank among the top engineering programs by US News and World Report.

The Executive Administrative Assistant serves as a strategic partner to the Department Head and Executive Leadership Team, managing day-to-day executive operations while overseeing high-level administrative
processes, faculty affairs coordination, and departmental initiatives. This role requires discretion, initiative, leadership and the ability to manage multiple complex priorities in a fast-paced academic environment.

Core Responsibilities:

• Executive Leadership Support:
  • Serve as Executive Administrative Assistant to the Department Head and Executive Leadership Team, managing daily administrative operations, providing calendar support and ensuring seamless workflow.
  • Serve as a steady and professional representative of the department in interactions with faculty, staff, students, candidates and external partners.
  • Prepare correspondence, memoranda, presentations, reports and other materials on behalf of executive leadership that align with the professional brand guidelines of the university.
  • Submit and process complex travel reimbursements, expense reports, and purchasing card reconciliations for the Department Head, Senior Director of Finance & Operations and others as directed, ensuring accuracy and timeliness.
  • Serve as a front office liaison, independently addressing routine and complex questions related to departmental and university policies and procedures.
  • Maintain strict confidentiality of sensitive personnel, financial, and institutional information.
  • Anticipate leadership needs and act independently to resolve issues before they escalate.

• Faculty Affairs & Academic Administration:
  • Oversee the administrative aspects of the Faculty Review, Promotion and Tenure (RPT) process, ensuring compliance with university policies, deadlines and documentation standards.
  • Prepare, track, and update annual faculty reviews, courtesy appointment review/renewals, faculty leave documentation and annual CV collection.
  • Manage the full lifecycle of faculty searches, including: posting and managing positions in Interfolio; coordinating search committee meetings & meeting minutes; managing applicant data and materials; scheduling and facilitating virtual & on-campus interviews; and serving as primary liaison between candidates and the university
  • Lead and coordinate faculty onboarding processes, including appointment documentation, workspace and system access coordination, visa/work authorization processing (as applicable), orientation scheduling and cross-departmental coordination to ensure a seamless transition for new faculty.
  • Process visa and work authorization requests for faculty and research staff

• Strategic Projects & Departmental Initiatives:
  • Take initiative in managing special projects and departmental priorities, proactively identifying needs, improving processes and ensuring timely completion of deliverables.
  • Organize and monitor departmental committees, ensuring adherence to reporting schedules and alignment with strategic priorities.
  • Lead planning and execution of key departmental events and initiatives, including: annual faculty & staff retreat; monthly faculty and staff meetings; annual state of the department presentation; visits by domestic and international delegates; and annual faculty reporting processes.
  • Operate with a high degree of autonomy, exercising sound judgment and discretion.
  • Support departmental events and initiatives as needed, with supervisor approval.

• Operations & Systems Management
  • Prepare, organize and maintain departmental operational documents and records
  • Manage and maintain Google Groups, Shared Google Drives and internal document systems to ensure accessibility, organization and data integrity.
  • Maintain and organize confidential financial and personnel records.
  • Proactively identify opportunities to improve administrative processes and operational efficiency

• Other duties as required by business needs

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:

• Excellent written and verbal communication skills, with the ability to represent leadership professionally
• Advanced organizational and time-management skills, with the capacity to manage multiple complex priorities simultaneously.
• Leadership and ownership, confidently guiding processes, coordinating stakeholders and ensuring accountability.
• Proactive initiative, anticipating needs, identifying improvements and acting independently with sound judgment.
• Adaptability and flexibility, thriving in a fast-paced environment with evolving priorities. Institutional acumen, with a strong understanding of university and college operations, policies and structures.
• Demonstrated technology capabilities including use of Google Suite and Microsoft Office software products
• Strong professionalism, both internally and externally

Qualifications:

• HS diploma or GED required (associate’s degree preferred)
• 5-8 years of administrative experience required
• A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Requirements:

• Successful 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!

Location

Pittsburgh, PA

Job Function

Administrative Support and Coordination

Position Type

Staff – Regular

Full Time/Part time

Full time

Pay Basis

Hourly

More Information: