The Office of the Vice President for Research (OVPR) has responsibility for nurturing interdisciplinary research initiatives at one of the nations' leading research institutions. The OVPR provides overall research administration and policy for all colleges and schools, as well as the university's more than 100 centers and institutes. Working closely with deans, department heads, faculty, students and staff, the office provides an innovative and supportive research environment that spans all disciplines and campuses.
Government Relations within the Office of the Vice President for Research (OVPR) is searching for an Executive Assistant. This position is responsible for performing the administrative duties in direct support of the AVP of Gov. Relations and their team while managing logistics and assisting with the coordinating of events in the Government Relations Office at Carnegie Mellon.
Primary responsibilities include administrative-level support to the Government Relations team, and the CMU leadership of the Army AI Hub, which includes calendar management, project management, making appropriate referrals, coordinating travel, processing expense reports/reimbursements and organization of high level special events, meetings, including agendas, logistics management, developing briefing books, and preparation and/or revision of presentation models, and other meeting collateral. This position serves as a liaison with various departments as well as external contacts. This position will coordinate and maintain a calendar tracking all Federal/DoD visitors for Carnegie Mellon. This position will regularly handle sensitive information and requires maintaining strict confidentiality and discretion.
This Position will require occasional travel to the DC Office to support meeting and/or events occurring in that location.
Core responsibilities will include:
Administrative Management - Provides administrative assistance to the Government Relations Office, such as coordinating meetings, seminars and conferences; maintaining calendars, drafting correspondence, reports, and other documents; reserving rooms and arranging for catering and equipment. In addition, interacts with other members of the research and academic community, troubleshooting problems and questions concerning office and University policies and procedures, responding to inquiries and questions.
Event Management - This position is responsible for coordinating visits, seminars, conferences, and events. For some large or high profile events, this position will have a leadership and project management role in ensuring priorities are established and deadlines are met concerning timeline and deliverables. Will be the Point of Contact overseeing the visit/event and will interface with other departments on campus (i.e., the CMU events team, Public Relations, and other departments).
Other - Acts as departmental liaison or contact person with other university departments; special projects, and other duties as assigned.
Associates Degree in a related field required.
At least 5 years administrative support experience required; proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and collaboration tools such as Google Drive, Box; problem solving and reasoning skills; organizational and planning skills; and strong interpersonal skills.
Experience in Higher Education or Government preferred.
Successful background check
CMU's COVID-19 Vaccination Requirements: As a condition of employment, Carnegie Mellon University requires all staff and faculty working in the United States to be fully vaccinated, including a booster when eligible, against COVID-19. Prior to commencement of employment, new hires in the United States must provide proof of vaccination or obtain an approved exemption. (Exemptions may be requested for medical reasons or for religious or strong moral or ethical conviction.) Those granted an exemption must comply with all applicable COVID-19 mitigation requirements. The most up-to-date information on CMU's COVID-19 mitigation requirements can be found here: Minimum Requirements to Return to Campus.
Executive Administrative Support
Staff - Regular
Full Time/Part time
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Carnegie Mellon (www.cmu.edu) is a private, internationally ranked research university with programs in areas ranging from science, technology and business, to public policy, the humanities and the arts. More than 12,000 students in the university’s seven schools and colleges benefit from a small student-to-faculty ratio and an education characterized by its focus on creating and implementing solutions for real problems, interdisciplinary collaboration and innovation. A global university, Carnegie Mellon’s main campus in the United States is in Pittsburgh, Pa. It has campuses in California’s Silicon Valley and Qatar, and programs in Africa, Asia, Australia, Europe and Mexico.