Administrative Assistant, Penn Washington

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

Administrative Assistant, Penn Washington

Job Profile Title

Staff Assistant C

Job Description Summary

The role serves as the primary point person for all aspects of Penn Washington office administration and events, ranging from small gatherings to large public events with multiple co-sponsors. Provides administrative, logistical, and other support for the Penn Washington Executive Director and other senior executives. Responsible for coordinating complex schedules and serving as a liaison between the executive and individuals/organizations, both internal and external. Manages travel arrangements and itineraries; coordinates meetings and events; prepares presentations, briefings, and meeting materials; and drafts and edits important internal and external communications including correspondence, reports, and other documents. The Administrative Assistant works with all members of the Penn Washington staff and reports to the Executive Director.

Job Description

Job Responsibilities

• Support all aspects of program events including scheduling and working with event organizers, managing event vendors and catering orders and supplies, supporting event invitations, promotions and participant management, track event budgets, purchase orders, and attendance.
•  Manage short- and long-term calendar planning, exercising considerable judgment about multiple demands on the executive’s time, coordinating and planning with other assistants, troubleshooting and resolving scheduling conflicts. Coordinate meetings all & events, domestic and international travel plans, itineraries and agendas and fiscal responsibility for all reimbursements.
• Conduct research; draft and edit documents; run reports. Collects, compiles, prepares, and reviews data ensuring all correspondence and other written materials and presentations are accurately prepared in a timely manner.
• Serve as liaison between the Penn Washington Executive Director and various internal