Executive Assistant A

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 A

Job Profile Title

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