Administrative Skills, Communication Skills, Detail Oriented, Documentation, Employee Benefits, Executive Assistant Skills , Expense Reports, Government, Head of Finance, Higher Education, Leadership, Logistics, Microsoft Outlook, Microsoft SharePoint, Needs Assessment, Nonprofit, Operational Communications, Operational Support, Operations Management, Organizational Skills, Presentation/Verbal Skills, Purchasing/Procurement, Record Keeping, Records Management, Time Management, Wiki, Writing Skills
Executive Assistant
The Executive Assistant supports the Chief Financial Officer in managing the operations, priorities, and daily rhythm of the CFO's Office and the broader division. This role combines high-level executive coordination with reliable operational and administrative support in a mission-driven environment. The ideal candidate is organized, proactive, skilled at coordinating complex work across teams, and comfortable handling sensitive information with discretion.
What You'll Do:
- Coordinate multi-party and cross-division scheduling on behalf of the CFO and monitor the CFO's schedule for future conflicts.
- Support the CFO's time management by identifying sequencing needs and preparation requirements for upcoming commitments.
- Coordinate scheduling and logistics for leadership meetings and quarterly financial reviews.
- Ensure meetings are properly organized with the correct participants, objectives, materials, and supporting documents.
- Maintain strict confidentiality in all executive matters and communications.
Division Operations & Communication Support
- Maintain and update key internal reference materials, documents, and communication templates on the division's internal Wiki site or other shared platforms.
- Assist with drafting and coordinating internal division communications and updates.
- Support the organization and logistics of CFO-sponsored meetings and division gatherings.
- Coordinate routine space-related requests and move logistics in partnership with Facilities and division leadership.
Administrative Processes
- Submit purchase requests, travel requests, and expense reports in accordance with SEI policies.
- Manage basic office support needs, including coordinating supply orders and ensuring essential materials are available for the division.
- Maintain orderly administrative records and ensure documentation accuracy.
Professionalism & Confidentiality
- Handle confidential information with discretion and good judgment.
- Represent the CFO's Office professionally in internal and external interactions.
Who You Are:
You Have:
- Associate's degree
- 5–8 years of experience in executive support or administrative coordination
- Excellent written and verbal communication skills
- Strong organizational skills and attention to detail
- Proficiency with office and collaboration tools (e.g., Outlook, Teams, SharePoint)
- Demonstrated discretion in handling sensitive information
You May Also Have:
- Experience in higher education, research, nonprofit, or government-adjacent settings
- Familiarity with purchasing, travel, or expense workflows
- Experience supporting internal communications or maintaining shared information resources.
Location: Pittsburgh, PA
Job Function: Executive Administrative Support
Position Type: Staff – Regular
Full time/Part time: Full time
Pay Basis: Salary
More Information:
- Please visit "Why Carnegie Mellon" to learn more about becoming part of an institution inspiring innovations that change the world.
- Click here to view a listing of employee benefits
- Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.
- Statement of Assurance
S
Software Engineering Institute