Job Details

Executive Assistant

Position Number: 6470179
Location: Philadelphia, PA
Position Type: Executive Assistants

Executive Assistant

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.

Posted Job Title
Executive Assistant

Job Profile Title
Executive Assistant A

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 Description

Job Responsibilities

1. Provide executive level administrative support to the department Chair.

Manage 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 in the performance of all responsibilities; recognize critical situations and inform appropriate personnel when necessary.
Assist with development and coordination of all meeting materials

2. Travel & Reimbursements for the Chair

Coordinate & Schedule travel for the Chair, including attendance at external national and international meetings and conferences, internal meetings and visits to other sites within Penn Medicine, and meetings/events with alumni, collaborators, and donors.
Prepare, submit and track travel reimbursements & requests for payment for Chair, this includes journal subscriptions and membership dues.

3. Coordination and Staffing of Departmental and Executive Level meetings

Organize and staff meetings & prepare minutes as appropriate, in a timely manner.
Ensures that all correspondence, written materials and appropriate documents are prepared in timely manner for review and distribution to meet all deadlines

4. Support development efforts for the department, in collaboration with the Development Office, including:

Working closely with the Vice Chairs, Program Directors, Core Directors, and with individual clinical and research faculty, maintain an understanding of the Department's key patient care and research programs and collaborate in developing communication strategies in support of development and marketing efforts.

5. Assist with creating proposals for donors, and developing marketing and communication materials to highlight the Department's academic and clinical achievements and community service efforts in a variety of formats such as newsletters, websites content, brochures, videos, and public relations announcements/press releases.

6. Coordinate site visits, donor events, and follow up communications, including professional interactions with prospective donors.

Develop and maintain strong relationships with alumni and associated faculty, including outreach efforts to ensure integration and engagement in endowed events such as dinners, luncheons, and galas in concert with existing events and lecture series such as the Hohenberg, Pillsbury, and Samitz Lectures as well as the Duhring grand rounds lecture series.

7. Assist with the preparation of correspondence, reports, documents and presentations for both internal and external audiences, including complex and sensitive communications at the request of the Chair or COO such as: the Annual Report to the Dean, departmental policies and standard operating procedures, and faculty recruitment/appointment/reappointment and award nomination letters.

8.Working under the direction of the Chair and COO, and with guidance from the Associate Director of Administration & Faculty Affairs, serve as project coordinator and central point of contact for communication (newsletter, website & social media), change management, and organization of activities to support implementation of departmental strategic plans.

9. 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. Draft presentations for Chair and/or COO meetings with faculty and staff to outline strategic plans, progress and accomplishments, and key metrics.

10. Perform additional duties as assigned.

Duties

Provide administrative support to the department Chair, including:

Management of the Chair's calendar and all daily activities; ensure that all logistics are complete and that the Chair is provided with all appropriate background documentation for all meetings.
Schedule Departmental meetings with Chair and prepare minutes as appropriate, in a timely manner.
Schedule and coordinate meetings involving senior level executives and chairs.
Schedule travel for the Chair, including attendance at external national and international meetings and conferences, internal meetings and visits to other sites within Penn Medicine, and meetings/events with alumni, collaborators, and donors.
Prepare, submit and track travel reimbursements & requests for payment for Chair.
Assist with the preparation of correspondence, reports, documents and presentations for both internal and external audiences, including complex and sensitive communications, maintaining discretion and confidentiality at all times and ensuring timeliness of all activities.

Support development efforts for the department, in collaboration with the Development Office, including:

Work closely with the Vice Chairs, Program Directors, Core Directors, and with individual clinical and research faculty to maintain an understanding of the Department's key patient care and research programs, including the Skin Biology and Disease Resource-based Center, and the Penn Dermatology Oncology Center. Collaborate in developing communication strategies with unified messages in support of development and marketing efforts.
Assist with creating proposals for donors, and developing marketing and communication materials to highlight the Department's academic and clinical achievements and community service efforts in a variety of formats such as newsletters, website content, brochures, and videos.
Coordinate site visits, donor events, and follow up communications, including professional interactions with prospective donors. Develop and maintain strong relationships with alumni and associated faculty, including outreach efforts to ensure integration and engagement in endowed events such as dinners, luncheons, and galas.

Serve as project coordinator and central point of contact for communication, change management, and organization of activities to support implementation of departmental strategic plans, including:

Assist with preparing and updating department strategic plan documents, and develop minutes/action plans from faculty meetings and Strategic Leadership Team meetings.
Serve as project manager for the development and distribution of department newsletters, and work closely with faculty and administrative leaders to develop and update content for department website and social media pages.
Coordinate developmental learning and integration opportunities for faculty and administrative leaders, including training programs/events and annual retreats.
Draft presentations for faculty and staff meetings 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.

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 - City, State
Philadelphia, Pennsylvania

Department / School
Perelman School of Medicine

Pay Range
$64,500.00 - $88,000.00 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.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

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: 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

Equal Employment Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state, or local law.
To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Biomedical-Research-Building-2---10th-Floor/Executive-Assistant_JR00109936-1