Reporting to the Dean of the Dietrich College of Humanities and Social Sciences, the Executive Assistant to the Dean serves as a senior operational leader for the Office of the Dean, responsible for advancing priorities, coordinating initiatives, and ensuring effective execution across the College. This role focuses on translating the Dean’s goals into actionable plans, facilitating decision-making processes, and maintaining alignment across stakeholders.
The Executive Assistant to the Dean oversees the day-to-day functioning of the Dean’s Office, ensures organizational effectiveness, and supports the Dean through disciplined coordination, communication, and follow-through. The position balances operational management with strategic implementation, emphasizing execution, accountability, and institutional alignment.
This position is responsible for providing direct administrative support to the Dean, with regard to management of calendars, the triaging/prioritization of scheduling meetings, meeting logistics, travel, briefings/meeting agendas, correspondence, reimbursements/reconciliations, and all other various administrative tasks/duties.
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 College and organization evolves. This position will guide other administrative staff and the objectives of the Dean’s office.
Core responsibilities include:
Executive Operations & Dean Support
Manage the daily operations of the Office of the Dean, ensuring efficiency, coordination, and alignment with College priorities and Strategic Plan.
Integrate executive support, communication, and project coordination functions to enable effective decision-making and implementation.
Prepare briefings, materials, and analyses to support the Dean’s engagements and institutional responsibilities.
Calendar & Time Management
Own and manage the Dean’s complex calendar, ensuring strategic prioritization of time and alignment with institutional goals.
Coordinate internal and external meetings, balancing competing priorities and ensuring adequate preparation time.
Anticipate scheduling needs, resolve conflicts, and ensure participants are prepared with agendas and materials in advance.
Meeting Management & Governance
Design and manage meeting structures for the Dean’s Cabinet and leadership groups.
Develop agendas aligned to priorities and intended outcomes.
Document meetings by capturing decisions, minutes, and action items.
Ensure timely distribution of notes and systematically track and follow up on action items to completion.
Strategic Planning & Execution
Manage the strategic planning process (to initiate July 2026 for full implementation July 2027).
Coordinate the development and implementation of College priorities and initiatives.
Track progress, milestones, and outcomes to ensure alignment with the university framework and the College Strategic Plan.
Facilitate collaboration across CMU and within Dietrich College to advance initiatives and maintain momentum.
Special Projects & Program Management
Lead and manage high-priority projects on behalf of the Dean.
Coordinate efforts across departments and administrative units to ensure timely execution of deliverables.
Establish timelines, manage stakeholders, and monitor progress.
Communications & Liaison Role
Serve as a central coordination point between the Dean’s Office and internal and external stakeholders.
Facilitate clear, consistent communication and ensure appropriate follow-up on key issues.
Draft correspondence, reports, and presentations in support of College priorities.
Organizational Effectiveness & Administration
Improve processes and workflows within the Dean’s Office to enhance efficiency and responsiveness.
Coordinate with administrative functions to support execution of College priorities.
Identify and address operational risks that may impact progress.
Serve on university and college-wide committees as appropriate
Other related duties as assigned.
Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University. We are in search of a team member who can 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:
Excellent written, verbal, and interpersonal communication skills, with the ability to effectively collaborate and build relationships with a diverse range of stakeholders.
Strong organizational, planning, and advanced calendar management skills, with exceptional attention to detail and consistent follow-through.
Proven ability to manage multiple projects and competing priorities, exercise sound judgment, meet deadlines, and perform effectively in a fast-paced environment with frequent interruptions.
Strong analytical thinking, structured problem-solving, and decision-making skills.
Experience facilitating meetings, documenting discussions, and maintaining accurate, detailed reports and records.
Ability to work independently and collaboratively as part of a team while following directions and adapting to changing priorities.
Ability to prioritize work, manage multiple tasks simultaneously, and maintain a high level of accuracy and professionalism.
Ability to occasionally walk, stand, bend, and lift as needed to perform the essential functions of the position.
Willingness and ability to travel to and work at various campus locations as required.
Qualifications
Associate's degree required, Bachelor’s degree preferred
5-8 years of relevant experience required; prior experience supporting senior leaders in complex organizations is preferred
Ability to work evenings and weekends as needed
A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered
Additional information:
Working Conditions Required to travel to and/or work on-campus. Required to work normal business hours; evening and weekend work may occasionally be required. Required to work in a normal office environment. Occasional domestic travel for conferences or events.
Supervisory: May supervise office administrative staff
Work posture: this position is following the university’s hybrid guidance which is 4 days on campus and 1 day of remote work per week
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 insuranceas 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!
Location
Pittsburgh, PA
Job Function
Executive Administrative Support
Position Type
Staff – Regular
Full Time/Part time
Full time
Pay Basis
Salary
More Information:
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Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran
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