"Executive Assistant to the Vice President of Human Resources"

Job Description

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.

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.

Pay Range

$64,500.00 - $98,000.00 Annual Rate

University Benefits

• Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
• Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
• Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
• Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.
• Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
• Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
• Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
• University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.
• Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
• Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
• Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
• Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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