Executive Administrative Assistant Job at Pennsylvania Staffing in Philadelphia

Executive Administrative Assistant

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.

Job Profile Title: Executive Assistant A

Job Description Summary: Reporting to the Associate Vice Provost for Research/Managing Director of the Penn Center for Innovation (AVP) and with a dotted line to the Chief Innovation Officer (CIO), the Executive Administrative Assistant will assist and represent the AVP and CIO by providing administrative, logistical, and other support of substantial scope and complexity. Responsible for coordinating complex calendars, arranging meetings with internal and external senior-level leadership and attending meetings to take detailed notes as required; making travel arrangements (including scheduling, logistics, and expense reimbursement); coordinating meetings and events, preparing agendas, presentations, and materials for meetings; managing data records and files in support of PCI; and drafting and editing important correspondence, reports, and other documents. They will also support staff development and learning opportunities, including training programs/events, professional development, and mentoring; complete special projects as assigned; and provide back-up administrative support to other PCI groups on an as-needed basis.

Job Responsibilities:

Proactively manage short- and long-term calendar planning, exercising considerable judgment about multiple demands on the AVP and CIO's time; coordinating and planning with other assistants, troubleshooting, and resolving scheduling conflicts. Account for logistics and background materials for all meetings. Schedule and coordinate meetings involving senior-level executives and faculty. Anticipate and manage potential calendar conflicts and issues.

Schedule travel for the AVP and CIO, including attendance at external meetings and conferences. Coordinate all meetings and events, including domestic and international travel plans, itineraries, and agendas, as well as fiscal responsibility for all reimbursements.

Prepare correspondence, reports, documents, and presentations for both internal and external audiences. Prepare meeting agendas and attend meetings to take detailed notes, as required. Perform follow-up with all parties to ensure satisfactory completion of assigned actions. Ensure AVP and CIO are prepared with appropriate background material for meetings, conferences, speeches, and appointments.

General office duties, including organizing and maintaining paper and electronic files for the office, copying, scanning, data entry, answering and/or screening phone calls, courier duties, and sending documents. Responsible for capturing and loading documents into internal and external databases and data management systems.

Own and manage special projects assigned by the AVP and CIO.

Support staff development and learning opportunities for administrative staff, including training programs/events, professional development, and mentoring.

Provide back-up administrative support to other PCI groups on an as-needed basis when regular administrative support staff assigned to those programs are unavailable, so long as it does not interfere with the primary duties and responsibilities described above.

Qualifications:

Bachelor's degree and 3 to 5 years of administrative support experience inclusive of direct support for an executive leader, or an equivalent combination of education and experience, are required.

Strong organizational skills and advanced knowledge of computer software including Outlook, Word and Excel required. Knowledge of PowerPoint, and Adobe strongly preferred.

Strong interpersonal skills and the ability to proactively problem solve required.

Ability to manage multiple, complex projects simultaneously.

Excellent customer service, oral and written communications skills; strong organizational skills; knowledge of Penn and Penn systems preferred.

Application Requirement:

A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

Job Location: Philadelphia, Pennsylvania

Pay Range: $64,500.00 - $85,000.00 Annual Rate

Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement: The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements: Background checks may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.