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 meeting