Executive Assistant to the Chief Financial Officer at Software Engineering Institute | Carnegie Mellon University in Pittsburgh, PA

Job description

• Are you someone who anticipates what needs to happen next rather than waiting to be asked? Do you enjoy bringing structure to competing priorities and following things through to completion? Are you comfortable building relationships across an organization to find answers, solve problems, and keep things moving? Do you exercise good judgment and know when to take something on independently and when to ask for help?
• The Software Engineering Institute (SEI) is seeking an experienced Executive Assistant to support our Chief Financial Officer and help manage the priorities, commitments, and daily rhythm of the CFO's Office and broader Finance and Business Services division.
• This role is a great fit for someone who takes ownership, asks thoughtful questions, and enjoys being at the center of a busy organization. You'll work closely with the CFO while building relationships across the SEI and Carnegie Mellon University, helping connect people and information, anticipating needs, and making the CFO's Office and broader division more effective.
• At the SEI, you'll support an organization with a unique national mission while being part of the Carnegie Mellon University community. You'll work closely with senior leadership, build relationships across a complex organization, and have a visible impact on how the CFO's Office and Finance and Business Services division operate.

Responsibilities

• Proactively manage the CFO's complex calendar, anticipating conflicts, priorities, sequencing needs, and preparation requirements.
• Help the CFO stay ahead of upcoming commitments, deadlines, meetings, and follow-up activities.
• Coordinate leadership meetings, quarterly financial reviews, and other key activities, ensuring the right people, objectives, materials, and information are in place.
• Track commitments and follow-up items and help ensure they move forward to completion.
• Serve as a key point of coordination between the CFO's Office, Finance and Business Services teams, administrative staff, and other groups across the SEI.
• Build strong relationships across the organization and proactively find the information and resources needed to get things done.
• Help coordinate division communications, shared information and reference resources, leadership activities, and division events.
• Identify opportunities to improve administrative processes, information flow, and coordination.
• Coordinate travel, expense reports, purchase requests, meeting logistics, space needs, and other administrative and operational activities.
• Handle sensitive executive, financial, personnel, and organizational information with discretion and sound judgment.

Requirements

• You have an associate's degree and 5–8 years of progressively responsible experience in executive support, senior administrative support, or administrative coordination.
• You're highly organized and detail-oriented, but able to adapt quickly as priorities change.
• You take initiative and can work independently without losing sight of when collaboration or escalation is needed.
• You build relationships easily and are comfortable working with people across all levels of an organization.
• You're an excellent written and verbal communicator with strong judgment and follow-through.
• You're proficient with office and collaboration tools such as Outlook, Teams, and SharePoint.
• Experience directly supporting a senior leader or working in higher education, research, government, defense, nonprofit, or another mission-driven environment is a plus.

Skills

Required

• Highly organized and detail-oriented
• Strong judgment and follow-through