Are you searching for an outstanding opportunity to gain hands-on experience and develop new skills at a world-class research university? At Carnegie Mellon University, our Temporary Employment Services (TES) acts as a trusted resource for departments across the campus, providing you with the chance to showcase your expertise in a collaborative and professional environment! We take pride in offering full-time temporary positions that provide:
Valuable on-the-job training and applied experience in financial and administrative operations.
Comprehensive benefits packages that support your well-being.
A clear pathway for long-term career growth within our community.
We are seeking a Temporary Executive Assistant who provides high-level administrative and organizational support, enabling effective management of their schedules, priorities, communications, and day-to-day executive responsibilities. This position coordinates complex calendars, meetings, domestic and international travel, executive visits, correspondence, and expense administration while serving as a professional point of contact for internal and external stakeholders. The Executive Assistant exercises sound judgment, maintains strict confidentiality, anticipates executive needs, and ensures timely follow-up on commitments and action items. Through exceptional organization, attention to detail, and proactive support, the position helps the Vice President and Dean operate efficiently and remain focused on institutional priorities.
Core responsibilities:
Executive Calendar and Meeting Management
Manage complex calendars for the Vice President and Dean, prioritizing competing demands and proactively identifying scheduling conflicts or opportunities.
Coordinate meetings, prepare agendas and relevant background materials, and ensure executives are appropriately prepared for upcoming engagements.
Track meeting follow-ups, outstanding action items, and commitments to support timely completion and effective use of executive time.
Travel and Visit Coordination
Coordinate domestic and international travel arrangements, including transportation, lodging, itineraries, and associated documentation.
Organize logistics for visitors and executive engagements, including scheduling, meeting arrangements, hospitality, and other necessary accommodations.
Anticipate travel and visit needs, communicate itinerary details to relevant participants, and resolve logistical changes as they arise.
Executive Communications and Stakeholder Relations
Draft, edit, and proofread correspondence, presentations, and other communications on behalf of the Vice President and Dean, ensuring accuracy, professionalism, and appropriate tone.
Serve as a primary administrative point of contact for internal and external stakeholders, responding to routine inquiries and directing requests to the appropriate individuals.
Handle sensitive communications and confidential information with discretion, sound judgment, and attention to detail.
Expense and Administrative Support
Prepare and submit expense reports, travel reimbursements, and supporting documentation in accordance with university policies and established procedures.
Coordinate purchasing requests, payment documentation, and related administrative transactions, ensuring completeness and timely processing.
Maintain organized records of expenses, travel, correspondence, and other executive office documentation to support accurate recordkeeping and retrieval.
Executive Office Coordination
Coordinate day-to-day administrative logistics, ensuring the executives have the information, materials, resources, and support needed for scheduled activities and commitments.
Monitor deadlines, pending approvals, and outstanding requests; provide reminders and follow up with relevant individuals to support timely resolution.
Anticipate the executives’ administrative needs, proactively address routine issues, and recommend practical solutions to keep daily activities organized…