Executive Assistant A Job at Philadelphia Staffing in Philadelphia

Executive Assistant A

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.

The Penn Medicine Center for Health Justice (CHJ) and the Penn Medicine Nudge Unit seek an experienced and passionate Executive Assistant. This role will directly support Dr. Eugenia C. South (Faculty Director CHJ and Associate Vice President of Health Justice) and Dr. M. Kit Delgado (Faculty Director Nudge Unit and Executive Director for Transformation Science and Behavioral Insights) as they lead cutting-edge science, community action, and health system transformation.

Job Responsibilities:

• Manage, coordinate, schedule and maintain complex calendars for Drs. South and Delgado, as well as one additional CHJ Faculty member starting in July 2026. Oversee all travel arrangements and expense reimbursements.
• Act as liaison with internal and external constituents. Review, process, and respond to incoming and outgoing correspondence, mail, invitations, documents, and other materials. Coordinate the drafting of responses and prepare final documents for signature. Manage highly sensitive and confidential communication.
• Prepare reports and presentations. Collect and compile materials and other information for internal and external meetings. Provide staff support for committees, meetings; participate in meetings.
• Oversee administrative operations for CHJ and Nudge Unit in partnership with Center/Unit leadership teams and develop center-wide processes and procedures. Anticipate and track critical dates, events, and associated action items, follow up with appropriate parties on behalf of the Directors to ensure deadlines are met.
• Support the many complex research, community action, health system transformation projects, and strategic programs ongoing within CHJ and Nudge Unit. This includes supporting CHJ and Nudge Unit leadership with coordinating logistics for onboarding, team and executive meetings, retreats, community events, request for proposals, and symposia, including managing space bookings, invited speaker travel arrangements and reimbursements, and catering.
• Assist in writing letters of recommendation and high-level executive documents such as Annual Reports, Executive Summaries, Strategic Plans, Grant Narratives and Programmatic Summaries. Assist in submission of manuscripts. Update FEDs CV for Drs. South and Delgado.
• May supervise team members.
• Other duties and responsibilities as assigned.

An ideal candidate for this role includes someone who:

• Is passionate about advancing the visions of CHJ and Nudge Unit, supporting the teams behind the work, and playing a major support role for the careers of Drs. South and Delgado.
• Loves to stay organized and help keep others organized, including creating systems and processes for the work
• Enjoys anticipating the next step and planning ahead.
• Is an excellent verbal and written communicator because they value clarity and kindness.
• Maintains discretion when managing sensitive communication and confidential documents.
• Has flexibility as a professional skill and is able to adapt to changing priorities and circumstances.
• Can effectively manage multiple priorities simultaneously.
• Has natural curiosity a new project or new challenge prompts them to do their own research, always with an eye for efficiency.
• Exhibits strong independent initiative and problem-solving skills; does not wait to be told what to do.
• Is a tech-savvy, fast learner with high internal standards for their work.

Qualifications:

• Bachelor of Arts, Bachelor of Science, and 3 to 5 years of experience or equivalent combination of education and experience is required. Position is contingent upon continued funding.

Job Location - City, State: Philadelphia, Pennsylvania

Department / School: Perelman School of Medicine

Pay Range: $64,500.00 - $90,000.00 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.

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.

University Benefits:

• Health, Life, and Flexible Spending Accounts
• Tuition
• Retirement
• Time Away from Work
• Long-Term Care Insurance
• Wellness and Work-life Resources
• Professional and Personal Development
• University Resources
• Discounts and Special Services
• Flexible Work Hours
• Penn Home Ownership Services
• Adoption Assistance