Executive Assistant & Artistic Coordinator

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 & Artistic Coordinator

Job Profile Title

Staff Assistant B

Job Description Summary

Reporting to the Executive and Artistic Director, the
Executive Assistant & Artistic Coordinator oversee all
administrative work in the EAD’s office, including travel
coordination, expense reporting, calendaring, meeting
coordination, and executive support. The Executive Assistant
& Artistic Coordinator manages artistic operations, serving as
a pivotal liaison to artists and artists’ management in the
preparation and administration of artists’ contracts, technical
riders, logistics, and fee processing; providing key office
functions, including correspondence, filing, telephone, and
in-person reception; and training/supervising student workers
and interns. In addition to the above scope, the Executive
Assistant & Artistic Coordinator will share information broadly
across Penn Live Arts, providing a critical link in the
implementation of the executive management of staff,
supporting all-staff communications, staff events, and the
the strategic planning process with the senior staff group. This
work may include: Coordinating all-staff meetings and
planning sessions. Supporting the EAD during work with
external consultants. Supporting the Managing Director’s
office in developing on-boarding and off-boarding
procedures. Creating and drafting written staff materials
and resources in digital formats.

Job Description

Job Responsibilities

• Executive support, administration & calendar management: Oversee the Executive & Artistic Director’s Office, including correspondence, filing, telephone and in-person reception, and training/supervising student workers and interns. Additionally, maintain a calendar, coordinate travel arrangements, reconcile expense reimbursements, and provide clerical support as needed. In addition, the Executive Assistant & Artistic