"Executive Assistant to the Vice President of Human Resources"

Executive Assistant to the Vice President of Human Resources

University Overview

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

About the Role

The Executive Assistant to the Vice President of Human Resources provides high-level administrative and project support to the Vice President and the Division of Human Resources. This role requires exceptional judgment, discretion, and professionalism, and serves as a key liaison between the VP, internal departments, senior leadership, and external stakeholders. The Executive Assistant will manage complex calendars, coordinate meetings and events, prepare communications and presentations, and support strategic initiatives across the division. The role requires a proactive, collaborative and detail-oriented individual who operates with integrity and exceptional judgement.

Job Description

Key Responsibilities

Executive-Level Administrative Support

• Serve as executive assistant for the Vice President, Division of Human Resources providing advanced-level administrative support to maximize productivity and efficiency in the Office of the Vice President.
• Implement effective and efficient calendar management and scheduling, in coordination with central offices across the University.
• Conduct extensive calendar coordination and preparation of daily schedules and daily confirmation of all appointments.
• Maintain an active listing of recurring meetings and their participants for the Vice President.
• Prepare agendas for meetings led by the Vice President, take meeting minutes and follow-up on deliverables, when necessary.
• Be a central point of coordination and follow-up for HR senior leadership and Division meetings.
• Prepare and finalize correspondence, reports, presentations, and other confidential materials on behalf of the Vice President.
• Proactively identify and escalate critical issues for the Vice President's review, while independently managing and responding to day-to-day matters and inquiries as they emerge or triaging them with appropriate tact and diplomacy in highly sensitive and confidential matters.

Liaison and Communication

• Ensure timely and accurate flow of information to and from the VP's office.
• Develop and maintain a rigorous process for document reviews requiring Vice President signature.
• Build and maintain trusted relationships across departments and with external entities.

General Project and Office Management and Event Coordination

• Support special projects and manage division-wide events.
• May serve as staff support for committees and meetings.
• Perform general office management duties, monitoring/ordering supplies, answering phones, submitting work requests and repairs, preparing and approving expense reports and travel arrangements in Concur.
• Develop and maintain organized digital and physical filing systems.
• Act as department procurement card holder, back up U@Penn responder and liaison for the division's Mission Continuity goals.
• Other duties and responsibilities as assigned.

Qualifications

• Bachelor's degree and 5-8 years of progressively responsible administrative experience, preferably in higher education or a complex organizational setting, or an equivalent combination of education and experience is required.
• Demonstrated ability to handle sensitive and confidential information with discretion.
• Demonstrated ability to apply AI-based tools to improve accuracy and efficiency in administrative tasks.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Proven ability to manage multiple priorities in a fast-paced environment.
• High level of initiative, strategic thinking, and problem-solving ability.

**Please provide a resume and cover letter to be considered for this role. Please upload documents in the "Resume/CV" section of the application prior to submitting.**

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Human Resources

Pay Range

$64,500.00 - $98,000.00 Annual Rate
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.

Special Requirements

Background checks may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

• Health, Life, and Flexible Spending Accounts: ...
• Tuition: ...
• Retirement: ...
• Time Away from Work: ...
• Long-Term Care Insurance: ...
• Wellness and Work-life Resources: ...
• Professional and Personal Development: ...
• University Resources: ...
• Discounts and Special Services: ...
• Flexible Work Hours: ...
• Penn Home Ownership Services: ...
• Adoption Assistance: ...

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay