Executive Assistant A

Executive Assistant A

Job Description Summary

The Executive Assistant will support a culture of high performance by conducting advanced, diversified, and confidential duties requiring broad and comprehensive experience, skills, and knowledge. You will manage high-volume and complex meeting and travel schedules; coordinate all travel arrangements, coordinate internal meetings for both Co-Directors and assist in scheduling meetings for the Leadership team; act as the liaison with external and internal constituencies on behalf of the Co-Directors, keeping them apprised of issues and action items, prepare and format written correspondence with a high level of accuracy on behalf of the Co-Directors and team and ensuring that all written materials are prepared in a timely fashion; manage multiple projects simultaneously while maintaining integrity to details.

The Executive Assistant will handle all travel related reimbursements along with the timely payment, tracking, and inputting of reimbursements for various monthly and yearly non-PO related memberships, subscriptions, and miscellaneous purchases for PMC and Co-Directors in both Concur and Infor systems following both Geriatrics and Neurology departmental policies and justifications as required.

The Executive Assistant will assist in all departmental event planning including vendor selection, price quotes, Purchase Order processing, and day of event assistance as needed.

The Executive Assistant will process all research, communication, computer hardware/accessories, and office supplies for the Center including creating purchase orders, track requests, and compile data for any reports as needed. Approving other end users with the approval of requests through the shopping cart role. Preparing order requests for Purchasing, receive proper approvals, identify and deliver orders when received, organize, stock, and maintain all office and beverage supplies. Place orders through BEN Financials Purchasing for catalog and non-catalog items. Assist in placing all departmental orders and in obtaining vendor information and pricing when necessary. Submitting orders for various software licenses through the Office of Software Licensing Kivuto software licensing portal.

The Executive Assistant will assist Dr. Karlawish during his spring MPH class with access and knowledge of Canvas software to upload class syllabus and various documents for weekly class readings. Will also assist in preparing for midterm and final examinations.

CV Management for Co-Directors requiring experience using the Faculty Expertise Database (FEDS). A close relationship with the Geriatric Medicine and Neurology Business Offices is required.

The Executive Assistant must have sufficient knowledge of organization, judgment, and self-confidence to enable him/her to act independently in the absence of direction related to setting priorities and on the spot decisions. This role will be required to anticipate all needs and expectations of the Co-Directors and Leadership team.

This position requires strong interpersonal skills, diplomacy and accuracy to meet deadlines in a fast-paced environment. They must be able to build relationships with faculty and staff both internal and external. Must be a strategic thinker and self-starter, takes initiative, ability to prioritize workload, flexibility to adapt to continual changes and demands and interruptions throughout the day, complete assignments with little direction, know when to seek guidance and ask the right questions, adhere to deadlines and possess the ability to interact with all levels of faculty, staff, donors, patients, corporate sponsors and prospective donors with confidentiality and discretion

Job Description

• Manage high-volume and complex meeting and travel schedules; coordinate all travel arrangements, coordinate internal meetings for both Co-Directors and assist in scheduling meetings for the Leadership team; act as the liaison with external and internal constituencies on behalf of the Co-Directors, keeping them apprised of issues and action items, prepare and format written correspondence with a high level of accuracy on behalf of the Co-Directors and team and ensuring that all written materials are prepared in a timely fashion; manage multiple projects simultaneously while maintaining integrity to details.
• Handle all travel related reimbursements along with the timely payment, tracking, and inputting of reimbursements for various monthly and yearly non-PO related memberships, subscriptions, and miscellaneous purchases for PMC and Co-Directors in both Concur and Infor systems following both Geriatrics and Neurology departmental policies and justifications as required.
• Assist in event planning including vendor selection, price quotes, Purchase Order processing, and day of event assistance as needed.
• Process all research, communication, computer hardware/accessories, and office supplies for the Center including creating purchase orders, track requests, and compile data for any reports as needed.
• Preparing order requests for Purchasing, receive proper approvals, identify and deliver orders when received, organize, stock, and maintain all office and beverage supplies. Place orders through BEN Financials Purchasing for catalog and non-catalog items. Assist in placing all departmental orders and in obtaining vendor information and pricing when necessary.
• Submitting orders for various software licenses through the Office of Software Licensing Kivuto software licensing portal.
• Assist Dr. Karlawish during his spring MPH class with access and knowledge of Canvas software to upload class syllabus and various documents for weekly class readings. Will also assist in preparing for midterm and final examinations.
• CV Management for Co-Directors requiring experience using the Faculty Expertise Database (FEDS).
• Any other miscellaneous duties as required.

Qualifications

• Bachelor of Arts, Bachelor of Science, and 3 to 5 years of experience or equivalent combination of education and experience is required.
• Ten or more years of experience supporting senior leadership is strongly preferred.
• Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, Teams), Adobe Acrobat Pro, Zoom, and Concur is required.
• Proficiency with BEN Financials is strongly preferred.
• Working knowledge of PennBox, 25 Live Conference Booking System, Canvas, OSL Ordering (Kivuto), Faculty Expertise Database (FEDS), and Infor XM Expense Reimbursement is preferred.
• The ideal candidate will have exceptional written and verbal communications skills, strong interpersonal skills, and the ability to navigate their environment with professionalism and discretion.
• The ability to manage multiple, complex projects simultaneously.
• Strong organizational skills, attention to detail, independent problem-solving ability and a proactive, collaborative mindset are critical for success in this role.

Job Location - City, State: Philadelphia, Pennsylvania

Department / School: Perelman School of Medicine

Pay Range: $64,500.00 - $77,983.00 Annual Rate