Carnegie Mellon University

Executive Assistant to the Dean

Job Profile Summary

The executive assistant to the dean is responsible for managing the administrative and financial functions of a Carnegie Mellon University dean. Executive assistants to the dean 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 assistants to the dean are responsible for:

  • Preparing correspondence, reports, newsletters and other documents on behalf of dean.
  • Troubleshooting problems and questions concerning departmental, divisional and/or university policies and procedures. Liaison between department and outside organizations. Answering 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.
  • 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.
  • 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.
  • Providing financial support including procurement card and purchase order administration and employee reimbursement processing.
  • Managing administrative of the executive office. Includes 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.
  • Supervising staff, providing coaching, feedback and mentoring.

Training and Development Opportunities