Carnegie Mellon University
Human Resources  ›  Career and Development  ›  Development Programs  ›  Career Families  ›  Administrative Support & Coordination  ›  Executive Assistant II

Executive Assistant II

Job Profile Summary

Executive assistant II's are responsible for managing the administrative and financial functions of a senior level Carnegie Mellon University executive. Primary responsibilities include executive administrative-level support including complex calendar management, 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 and preparation and/or revision of presentation models. This position serves as a liaison with various departments as well as external contacts and provides financial support including procurement card and purchase order administration and employee reimbursement processing. This position will regularly handle sensitive information and requires maintaining strict confidentiality and discretion. This position will also require adaptability and openness to change as the department and organization evolve.

  • Preparing correspondence, reports, newsletters and other documents on behalf of executive.
  • Troubleshoots 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.
  • 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.
  • Manages 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.

Professional Organizations

Training and Development Opportunities

Executive assistant II's are strongly encouraged to seek professional growth and to further explore the resources and opportunities provided by our learning partners for content, events and other information pertinent to the needs and skills required to be successful executive assistants.

Partner Programs

Explore