"Executive Assistant"

Executive Assistant

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Job Description Summary

Provide executive level administrative assistance support for the Chair, including management of Chair's calendar and travel, scheduling departmental meetings with appropriate preparation and background materials, and creating minutes/action plans. Serve as liaison between departmental faculty leaders and the development office and assist with preparation of communication strategies, proposals for donors, and development of marketing and communication materials such as newsletters, website content, brochures, and videos. Assist with outreach efforts for alumni and associated faculty, including engagement events and coordination with endowed lecture series. Assist with the preparation of correspondence, reports, documents and presentations for both internal and external audiences, including complex and sensitive communications. Serve as project coordinator and central point of contact for communication, change management, and organization of activities to support implementation of departmental strategic plans. Coordinate developmental learning and integration opportunities for faculty and administrative leaders, including training programs/events and annual retreats to enhance collaboration and increase organizational effectiveness within and across missions. Coordinate and staff departmental special events including memorial dinners and department holiday celebrations. Draft presentations for meetings with faculty and staff to outline strategic plans, progress and accomplishments, and key metrics. Develop and maintain dashboards and other communication tools to capture and communicate information against the department's tripartite mission.

Job Responsibilities

1. Provide executive level administrative support to the department Chair, including managing Chair's calendar and all daily activities to ensure logistics are complete and Chair is provided with appropriate background documentation for all meetings. Maintain discretion and confidentiality at all times.
2. Coordinate and schedule travel for the Chair, including attendance at external national and international meetings, and prepare/submit travel reimbursements.
3. Organize and staff departmental and executive level meetings, prepare minutes, and ensure all materials are ready in a timely manner.
4. Support development efforts for the department, including working with Vice Chairs and faculty to develop communication strategies, proposals for donors, and marketing materials.
5. Assist with creating proposals for donors and developing marketing materials such as newsletters and videos.
6. Coordinate site visits, donor events, and follow-up communications; maintain relationships with alumni and associated faculty.
7. Assist with preparation of correspondence, reports, and presentations, including sensitive communications.
8. Serve as project coordinator for communication and implementation of departmental strategic plans.
9. Coordinate learning opportunities, training programs, and annual retreats; draft presentations on strategic plans and metrics.
10. Perform additional duties as assigned.

Qualifications

Associates level degree required, BA/BS degree preferred and 5-7 years related administrative experience, or equivalent combination of education and experience required. Must demonstrate excellent oral/written communication and organizational skills plus ability to work independently and prioritize tasks. Ability to work cooperatively with diverse set of constituencies is essential, in addition to exceptional interpersonal skills and attention to detail. Must possess excellent computer skills (MS Office Suite) with working knowledge of web applications and the ability to create informative and engaging presentations and written communications in a variety of formats.

Job Location: Philadelphia, Pennsylvania. Department / School: Perelman School of Medicine. Pay Range: $64,500.00 - $88,000.00 Annual Rate. The University of Pennsylvania is an equal opportunity employer.