Executive Assistant to the Director - Information Networking Institute

Job Details



The Information Networking Institute (INI) at Carnegie Mellon University (CMU) educates and develops engineers through technical, interdisciplinary master’s degree programs in information networking, security and mobile and IoT engineering that incorporate business and policy perspectives. What began as a small fledgling program has evolved over the past three decades to become an integral part of Carnegie Mellon’s College of Engineering and home to over 300 students each year from across the world.

The INI cultivates an inclusive culture that is welcoming, encouraging, and inspiring for our students, faculty, staff and alumni across all program locations: Pittsburgh and Silicon Valley. Our people are our core strength ­– the fabric of the INI.

We are seeking a highly motivated candidate with strong customer service and collaborative mindset for the INI Executive Assistant to the Director position. The ideal candidate for this role will be detail-oriented and organized with exceptional critical thinking skills and executive support experience.

Your core responsibilities will include:
  • Serving as executive assistant and managing the day-to-day administration of the director’s office, including maintaining complex executive calendar and scheduling; managing director’s deadlines and prioritizing follow-up; updating director on day-to-day issues; researching, composing, and editing correspondence, manuscripts, spreadsheets, presentations, minutes and other materials.

  • Coordinating and arranging complex domestic and international travel and accommodations and submit complex travel reimbursements and Tartan Card reconciliations.

  • Serving as the primary liaison for the director’s office and responding to internal and external inquiries; communicating effectively and frequently with a variety of constituencies including university officials, faculty, staff, international partners, government, and private sector personnel.

  • Managing the administrative aspects of the faculty hiring process including managing positions in Interfolio, posting positions, coordinating onsite and remote visits, scheduling and communicating with faculty search committee, managing data, and responding to requests for information from both candidates and CMU.

  • Managing the administrative aspects of the INI Faculty Review and Promotion (RP) processes.

  • Scheduling faculty meetings and manage agenda and meeting minutes.

  • Supporting the director with administrative coordination of SFS@CMU including working with the various INI functional area teams on scholarship offers, budget and report submission, and information requests from NSF/OPM; monitoring and collecting data on student job and internship requests.

  • Working closely with the INI’s office of business operations on grant proposals and reports as well as personnel and financial activities.

  • Managing special projects/events including staff and faculty retreats; visits by domestic and international delegates; annual reports, and other INI initiatives, as well as coordinating with INI staff and faculty on other departmental academic and event activities.

  • Managing and maintaining confidential information and sensitive files, including financial and personnel records/files.

  • Performing other related duties as assigned.

Flexibility, excellence, and passion are vital qualities within Carnegie Mellon. Inclusion, collaboration and cultural sensitivity are valued competencies at CMU. Therefore, we are in search of a team member who is able to effectively interact with a varied population of internal and external partners at a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.

You should demonstrate:
  • Strong verbal and written communication skills.

  • Excellent organization and planning skills.

  • Ability to multitask.

Qualifications:
  • Associate degree required (bachelor’s degree preferred)

  • 5-8 years of relevant experience

Requirements:
  • Successful background check

Joining the CMU team opens the door to an array of exceptional benefits, available to all full-time Carnegie Mellon University employees. Experience the full spectrum of advantages, from comprehensive medical, prescription, dental, and vision insurance to enticing retirement savings programs. Unlock your potential with tuition benefits, and take well-deserved breaks with generous paid time off and holidays. Rest easy knowing you are covered by life and accidental death and disability insurance. For a comprehensive overview of the benefits awaiting you, explore:

https://www.cmu.edu/jobs/benefits-at-a-glance .

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond just credentials, we consider the role & responsibilities, your invaluable work experience, and the knowledge gained through education and training. We acknowledge and appreciate your unique key skills and the diverse perspectives you bring. Our commitment to fostering an inclusive work environment means we also account for geographic differentials. Your journey with us is about more than just a job; it’s about finding the perfect fit for your professional growth and personal aspirations.

Are you interested in this exciting opportunity?! Apply today!

Location

Pittsburgh, PA

Job Function

Executive Administrative Support

Position Type

Staff – Regular

Full Time/Part time

Full time

Pay Basis

Hourly

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

Company

Carnegie Mellon Univesity

Carnegie Mellon University challenges the curious and passionate to imagine and deliver work that matters.

A private, global research university, Carnegie Mellon stands among the world's most renowned educational institutions, and sets its own course. Start the journey here.

Over the past 10 years, more than 400 startups linked to CMU have raised more than $7 billion in follow-on funding. Those investment numbers are especially high because of the sheer size of Pittsburgh’s growing autonomous vehicles cluster – including Uber, Aurora, Waymo and Motional – all of which are here because of their strong ties to CMU.

With cutting-edge brain science, path-breaking performances, innovative startups, driverless cars, big data, big ambitions, Nobel and Turing prizes, hands-on learning, and a whole lot of robots, CMU doesn't imagine the future, we create it. 

Many seek Pittsburgh for being a hot spot for entrepreneurship and a model for future cities. Others come for the city's burgeoning food scene.

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