Executive Administrative Assistant - College of Engineering - Civil and Environmental Engineeri[...]

Executive Administrative Assistant

Location: Pittsburgh, PA | Function: Administrative Support and Coordination | Full Time | Pay Basis: Hourly

Core Responsibilities

• Provide executive support to the Department Head and Executive Leadership Team, managing daily administrative operations, calendar coordination, and workflow.
• Serve as 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.
• Submit and process complex travel reimbursements, expense reports, and purchasing card reconciliations for the Department Head and other senior staff.
• Act as front office liaison, independently addressing routine and complex questions related to departmental and university policies.
• Maintain strict confidentiality of sensitive personnel, financial, and institutional information.
• Anticipate leadership needs and resolve issues proactively.
• Oversee administrative aspects of the Faculty Review, Promotion and Tenure process, including documentation, deadlines and compliance.
• Track and update annual faculty reviews, courtesy appointment reviews/renewals, faculty leave documentation, and annual CV collection.
• Manage the full lifecycle of faculty searches, including posting positions, coordinating search committee meetings, managing applicant data, scheduling interviews, and liaising with candidates.
• Lead and coordinate faculty onboarding processes, including appointment documentation, workspace coordination, system access, visa/work authorization processing, orientation scheduling, and cross‑departmental coordination.
• Process visa and work authorization requests for faculty and research staff.
• Take initiative in managing special projects and departmental priorities, improving processes and ensuring timely completion.
• Organize and monitor departmental committees, ensuring adherence to reporting schedules.
• Lead planning and execution of key departmental events and initiatives, such as annual retreats, faculty meetings, state‑of‑the‑department presentations, and delegation visits.
• Maintain departmental operational documents, Google Groups, shared drives, and internal document systems.
• Identify opportunities to improve administrative processes and operational efficiency.
• Perform additional duties as required by business needs.

Qualifications

• High school diploma or GED required; associate’s degree preferred.
• 5–8 years of administrative experience.
• Demonstrated ability to manage multiple complex priorities simultaneously.
• Strong written and verbal communication skills.
• Leadership and ownership mindset, guiding processes and coordinating stakeholders.
• Proactive initiative, anticipating needs and acting independently.
• Adaptability and flexibility in a fast‑paced environment.
• Institutional acumen with understanding of university operations, policies and structures.
• Proficient with Google Suite and Microsoft Office.
• Professional demeanor in internal and external interactions.

Requirements

• Successful background check.

Benefits

• Medical, prescription, dental, and vision insurance.
• Retirement savings program with employer contributions.
• Tuition benefits.
• Paid time off and observed holidays.
• Life and accidental death insurance.
• Free Pittsburgh Regional Transit bus pass.
• Family Concierge support for childcare.
• Fitness center access.

Equal Opportunity Statement

Carnegie Mellon University is an Equal Opportunity Employer.