Senior Administrative Assistant, Office of the President

Carnegie Mellon University Pittsburgh, PA
Job Function:

It is an exciting time to join the Carnegie Mellon community. Founded in 1900 by Andrew Carnegie, the institution has soared to national and international leadership in higher education and research, especially since 1967 when the Carnegie Institute of Technology merged with the Mellon Institute for Industrial Research to form Carnegie Mellon University (CMU). A birthplace of innovation since its founding, it continues to be known for creativity, solutions to real-world problems, and interdisciplinary collaboration. Its alumni have earned distinction around the globe — from Nobel-Prize recipients to Tony-Award winners, from Wall Street CEOs to Silicon Valley entrepreneurs, and from groundbreaking educators to pioneering researchers.

Our Office of the President at CMU is seeking a Senior Administrative Assistant who is organized, self-motivated and enjoys a wide range of administrative tasks in a high-level, multi-faceted, dynamic environment.

In this role, you will serve in a variety of functions that improve the overall efficiency of the office and contribute to the broader administrative needs of the Executive Management Team. You will be expected to have significant knowledge of policies, procedures and the organization.

Your primary responsibilities will include:

* Coordinating executive reception and welcome area; meeting visitors (including high-profile guests) and handling other high-touch and complex situations that may arise

* Maintaining confidentiality and exercising sound judgment in relation to all forms of communication and knowledge

* Maintaining a professional and positive image and attitude. Using discretion

* Answering phones and retrieving voice messages. Accurately recording phone messages and giving it to appropriate staff to handle

* Opening, date stamping and distributing daily mail

* Managing supply levels and inventories for the office, kitchen and conference room; ensuring cleanliness of reception area, kitchen (countertop space, refrigerator and cabinets) and conference room

* Managing staff requests via Facility Management Services

* Assisting with formatting, proofreading and printing of letters

* Maintaining an accurate record-keeping system that is organized and readily accessible

* Assisting with catering and audio-visual requests for regularly scheduled meetings and special events

* Assisting with special projects and duties as requested

Skills and Knowledge:

* Previous administrative assistant or receptionist knowledge

* Excellent demonstration of verbal and written communication skills

* Microsoft Office, Oracle; Salesforce knowledge preferred

* Good multi-tasking and prioritizing abilities

* Good organizational skills

Qualifications:

* High School degree/ GED required; Associates Degree preferred

* 3-5 years of Administrative Support experience required

* 3-5 years of relevant work experience in an executive setting preferred

Are you passionate about this dynamic opportunity with us? Please apply

More Information:

Please visit "Why Carnegie Mellon" to learn more about becoming part of an institution inspiring innovations that change the world.

A listing of employee benefits is available at: www.cmu.edu/jobs/benefits-at-a-glance/.

Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.

FT/PT Status: Full TimeOrganization: PRESIDENT'S OFFICEMinimal Education Level High School/GEDSalary: NegotiableDescription:

It is an exciting time to join the Carnegie Mellon community. Founded in 1900 by Andrew Carnegie, the institution has soared to national and international leadership in higher education and research, especially since 1967 when the Carnegie Institute of Technology merged with the Mellon Institute for Industrial Research to form Carnegie Mellon University (CMU). A birthplace of innovation since its founding, it continues to be known for creativity, solutions to real-world problems, and interdisciplinary collaboration. Its alumni have earned distinction around the globe — from Nobel-Prize recipients to Tony-Award winners, from Wall Street CEOs to Silicon Valley entrepreneurs, and from groundbreaking educators to pioneering researchers.

Our Office of the President at CMU is seeking a Senior Administrative Assistant who is organized, self-motivated and enjoys a wide range of administrative tasks in a high-level, multi-faceted, dynamic environment.

In this role, you will serve in a variety of functions that improve the overall efficiency of the office and contribute to the broader administrative needs of the Executive Management Team. You will be expected to have significant knowledge of policies, procedures and the organization.

Your primary responsibilities will include:

* Coordinating executive reception and welcome area; meeting visitors (including high-profile guests) and handling other high-touch and complex situations that may arise

* Maintaining confidentiality and exercising sound judgment in relation to all forms of communication and knowledge

* Maintaining a professional and positive image and attitude. Using discretion

* Answering phones and retrieving voice messages. Accurately recording phone messages and giving it to appropriate staff to handle

* Opening, date stamping and distributing daily mail

* Managing supply levels and inventories for the office, kitchen and conference room; ensuring cleanliness of reception area, kitchen (countertop space, refrigerator and cabinets) and conference room

* Managing staff requests via Facility Management Services

* Assisting with formatting, proofreading and printing of letters

* Maintaining an accurate record-keeping system that is organized and readily accessible

* Assisting with catering and audio-visual requests for regularly scheduled meetings and special events

* Assisting with special projects and duties as requested

Skills and Knowledge:

* Previous administrative assistant or receptionist knowledge

* Excellent demonstration of verbal and written communication skills

* Microsoft Office, Oracle; Salesforce knowledge preferred

* Good multi-tasking and prioritizing abilities

* Good organizational skills

Qualifications:

* High School degree/ GED required; Associates Degree preferred

* 3-5 years of Administrative Support experience required

* 3-5 years of relevant work experience in an executive setting preferred

Are you passionate about this dynamic opportunity with us? Please apply

More Information:

Please visit "Why Carnegie Mellon" to learn more about becoming part of an institution inspiring innovations that change the world.

A listing of employee benefits is available at: www.cmu.edu/jobs/benefits-at-a-glance/.

Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.