Carnegie Mellon University
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Executive Assistant II

Job Profile Summary

Executive assistant II's manage the administrative and financial functions of a senior level Carnegie Mellon University executive. Executive assistant II's regularly handle sensitive information and must maintain strict confidentiality and discretion. This position also requires adaptability and openness to change as the department and organization evolve. Executive assistant II's responsibilities include:

  • Preparing correspondence, reports, newsletters and other documents on behalf of executive.
  • Troubleshooting problems and questions concerning departmental, divisional and/or university policies and procedures. Liaison between department and outside organizations. Answers all routine and most unique questions or corrects more problems/issues directly. Refers only the most difficult issues and questions to supervisor.
  • Participating, reviewing and analyzing monthly accounting statements, reconciling accounts, tracking and resolving identified discrepancies.
  • Providing financial support including procurement card and purchase order administration and employee reimbursement processing.
  • Responsible for preparation and/or revision (on behalf of executive) of PowerPoint presentations and respective pre-reads for presentations to campus community, management team and board of trustees committees/meetings. Also includes coordination of agendas, minutes, and meeting materials within the office and within the executive management team.
  • Handling phone calls and messaging, greeting visitors, making appropriate referrals, coordinating travel, organization of high level special events, divisional and group meetings including agendas and logistics management.
  • Managing administrative responsibilities of the executive office including managing time commitment (calendar) and respective prioritization, communications, interactions with other members of the management team and academic community, troubleshooting problems and questions concerning office and university policies and procedures, responding to inquiries and routine questions, referring only those absolutely necessary to supervisor.

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