Executive Assistant to the Vice Provost for Climate Science, Policy, and Action

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 to the Vice Provost for Climate Science, Policy, and Action

Job Profile Title

Executive Assistant A

Job Description Summary

Provides administrative, logistical, and other support for the Vice Provost for Climate Science, Policy, and Action as well as the Executive Director. Responsible for coordinating complex schedules and serving as a liaison between them and individuals/organizations, both internal and external. Makes travel arrangements; coordinates meetings and events; prepares presentations and materials for meetings; drafts and edits important correspondence, reports, and other documents. Establishes and maintains office procedures as well as critical office systems and protocols.

Job Description

Job Responsibilities

• Manage short- and long-term calendar planning, exercising considerable judgment about multiple demands on the Vice Provost and Executive Director’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.
• Prepare presentations and materials for meetings, including agendas, handouts. Ensure Vice Provost is prepared with appropriate background material for meetings, conferences, speeches and appointments.
• Organize and maintain paper and electronic files for the office; maintain records in SRS; manage archival materials for the office; maintain email listservs and contact databases; update webpages; develop and maintain office operations and policy manuals.
• 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 Vice Provost and various internal and external constituencies. Answer phones