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    Administrative Assistant II - Pittsburgh, United States - Carnegie Mellon University

    Carnegie Mellon University
    Carnegie Mellon University Pittsburgh, United States

    2 weeks ago

    Default job background
    Full time
    Description
    Provides administrative and secretarial assistance; assists with the work flow within the department; supports budget and other related processes; may represent department on campus-wide projects and initiatives; acts as resource to less experienced staff

    What we are looking for:

    You will be part of our dynamic team as an Administrative Assistant. You will provide a broad range of administrative support to the Director and Associate Director of NREC, including scheduling meetings and events, coordinating with visitors in preparation for a meeting, making travel itineraries. You will also support the administrative group with reconciling university credit card charges, filing expense reports, and ordering food and refreshments for meetings. In this position, you will collaborate primarily with the Director of NREC and the Associate Director

    Why work at NREC?

    Join our talented team at the National Robotics Engineering (NREC) where you will have a direct impact on NREC's operations, and on meaningful projects, as you collaborate with experts and build your career. As part of our group, you will support a team of robotics authorities who solve industrial and government challenges and deploy technology to real operations. You will also collaborate with senior support personnel as well as the leadership of the organization to help with bringing your career to the next level. Additionally, our employees enjoy a flexible work schedule and a life/work balance. Take control of your career

    Your primary responsibilities will include:

  • Executive Assistant : Supporting the Direct and Associate Director of NREC with: Scheduling: Administering the calendars of NREC's Director and Associate Director and scheduling internal meetings, as well as meetings with visitors, customers and managers of other groups at Carnegie Mellon University. This includes handling conflicting meeting requests and interacting with other team members at NREC. Travel Planning: Coordinating with NREC's travel agency to book flights and hotels according to the need for the trip and the preferences of the travelers. Filing travel expense reports into CMU's system. This may include an occasional call to a hotel or restaurant to request a copy of a missing receipt.Meeting Planning: Creating calendar invites and zoom meetings, making meeting room reservations, ordering food (as needed), coordinating with technical staff to schedule demonstrations during tours of our facilities, and coordinating with NREC operations to prepare special items for the visit (e.g. special tables for lunch), etc.Visitors: Coordinating with potential visitors to facilitate their arrival and stay in Pittsburgh as well as at NREC. This includes coordinating with their point of contact to find available dates/times for the meeting, providing recommendations for hotels and instructions for coming to NREC, preparing custom badges for large groups, updating the visitor calendar, informing NREC security prior to the visit, etc.Communications: Collaborating with other members of the team at NREC and CMU to ensure all meetings and travel are properly booked and planned for the Director and Associate Director of NREC.
  • Administration : Perform administrative duties as part of administrative group, which includes reconciling university credit card charges and processing expense reports in the CMU system. Performing administrative tasks such as preparing letters, reviewing/editing text, tracking travel expense report progress, etc.
  • Recruiting Support : Coordinate with the recruiting team to schedule candidate interviews with NREC's leadership and senior engineers.
  • Other duties as assigned. This includes other assignments to support our recruiting and administrative groups.

    • Required Qualifications:

  • Bachelor's degree in Business/Business Administration or equivalent experience
  • Outstanding customer service skills and the ability to communicate and interact with external audiences and the campus community at all levels in a fast-paced environment, remaining professional under pressure.
  • Excellent oral and written communication skills
  • Highly organized and superior planning skills
  • Maintain effective office workflow
  • Greet and communicate with other staff and guests as required
  • Work well with peers and other team members
  • A high degree of technical proficiency in core MS Office applications, including MS Excel.
  • Excellent interpersonal skills and diplomacy to interact with senior executives of large companies or high-ranking government officials as well as candidates.
  • Attention to detail
  • Respect of confidentiality
  • Excellent problem‐solving and reasoning skills
  • 3-5 yrs. - experience in similar position

    • We want to hear from you if you have experience or qualifications in ANY of the following areas:

  • Experience in a university or non-profit organization

    • Are you passionate about this dynamic opportunity? Please apply.

    At NREC, we value diversity, support it, and thrive on it for the benefits of our organization, our employees and our community. Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.

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

    Those employees who are have the opportunity to experience the full spectrum of advantages from to an enticing offering a generous employer contribution. You can also unlock your potential with and take well-deserved breaks with ample and observed . Finally, rest easy knowing you are covered by life and accidental death and disability insurance.

    Other perks include a free Pittsburgh Regional Transit bus pass, our to help navigate childcare needs, , and so much more

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