Executive Assistant to the Dean - College of Fine Arts

At Carnegie Mellon University's College of Fine Arts, we nourish a community of nationally and international recognized artists and professionals within our five schools (Architecture, Art, Design, Drama and Music) and our affiliate programs: BXA Intercollege Degrees, ICA Pittsburgh, and the Frank Ratchye STUDIO for Creative Inquiry.

The College of Fine Arts is searching for an Executive Assistant to the Dean. This is a dynamic opportunity for someone who thrives in an interesting and challenging work environment. You will contribute by providing essential confidential key assistance on an executive level in support of the Dean of the College of Fine Arts. Often the first point of contact for key internal and external constituents of the college, this position requires significant knowledge of the policies, procedures and organization of the college and university, as well as an outstanding ability to communicate with VIPs and high-level officials both internal and external, including donors and board members. This individual must understand CFA's administrative needs and priorities and lead or participate in initiatives of the Dean's Office. This position will regularly handle sensitive information and requires maintaining strict confidentiality and discretion.

The Executive Assistant to the Dean is responsible for managing the administrative and financial functions of a Carnegie Mellon University Dean. 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. The Executive Assistant to the Dean will supervise a team of staff within the dean's office and must supervise 2 or more FTEs at all times.

Your core responsibilities will include:

• Proactively maintain the Dean's complex calendar; greet visitors, handle phone calls and messaging for the Dean and make appropriate referrals.

• Understand priorities and make decisions accordingly, and ensure timelines for time-critical tasks/events are identified and adhered to.

• Make travel arrangements and process reimbursements.

• Schedule individual and committee meetings and events for the Dean and college leadership as needed.

• Orchestrate Head of School and other senior leadership searches.

• Serve as the liaison between the Dean's Office and other college and university offices, faculty, students, and external constituents.

• Coordinate mass email communications on behalf of the Dean, and help to maintain up-to-date electronic distribution lists for the College.

• Produce and proofread various documents such as correspondence and other written materials.

• Keep a record of action items and track follow-up.

• Organize and maintain electronic and hard copy files.

• Take notes/minutes at various meetings as needed.

• Perform research as requested, compile information, organize data and summarize findings

• General office support such as copying, filing, maintaining office supplies.

• Manage 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. Supervises staff, providing coaching, feedback and mentoring.

• Participates, reviews and analyzes monthly accounting statements, reconciling accounts, tracking and resolving identified discrepancies.

• Prepares correspondence, reports, newsletters and other documents on behalf of dean.

• 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.

• 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.

• Other duties as assigned.

The ideal candidate for this position will be flexible, perceptive, discerning, and proactive with a high level of attention to detail. They will exemplify the values of collaboration, inclusion, and cultural sensitivity prized in the College of Fine Arts. We therefore seek a team member who is able to effectively interact with a varied population of internal and external partners with integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.

Qualifications:

• Associate's Degree

• 5-8 Years of Administrative Support Experience

• Excellent Oral and Written Communication Skills

• Excellent Organizational and Planning Skills

Requirements:

• Successful background check

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

Joining the CMU team opens the door to an array of exceptional benefits.

Benefits eligible employees enjoy a wide array of benefits including comprehensive medical, prescription, dental, and vision insurance as well as a generous retirement savings program with employer contributions. Unlock your potential with tuition benefits, take well-deserved breaks with ample paid time off and observed holidays, and rest easy with life and accidental death and disability insurance.

Additional perks include a free Pittsburgh Regional Transit bus pass, access to our Family Concierge Team to help navigate childcare needs, fitness center access, and much more!

For a comprehensive overview of the benefits available, explore our Benefits page.

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond credentials, we evaluate the role and responsibilities, your valuable work experience, and the knowledge gained through education and training. We appreciate your unique skills and the perspective you bring. 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 an exciting opportunity with an exceptional organization?! Apply today!

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