Carnegie Mellon University
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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. The 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 regularly handles sensitive information and requires maintaining strict confidentiality and discretion. This position also requires adaptability and openness to change as the department and organization evolve.

The executive assistant to the dean will supervise a team of staff within the dean's office.

  • 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.
  • 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 BOT committees/meetings. Also includes coordination of agendas, minutes, and meeting materials within the office and within the executive management team.
  • Managing administrative responsibilities 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.
  • Other duties as assigned.

Professional Organizations

Training and Development Opportunities

The executive assistant to the dean is 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.

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