Executive Assistant to the Chief Advancement Officer, Wharton External Affairs
Description
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 Chief Advancement Officer, Wharton External Affairs
Job Profile Title
Executive Assistant A
Job Description Summary
Wharton School Overview
Founded in 1881 as the world’s first collegiate business school, the Wharton School of the University of Pennsylvania is shaping the future of business by incubating ideas, driving insights, and creating leaders who change the world. With campuses in both Philadelphia and San Francisco, Wharton has over 850 staff, a faculty population of more than 235 renowned professors, and 5,000 undergraduate, MBA, executive MBA, and doctoral students. Each year 13,000 professionals from around the world advance their careers through Wharton Executive Education’s individual, company-customized, and online programs. More than 104,000 Wharton alumni form a powerful global network of leaders who transform business every day. Wharton is home to a dynamic community of staff, bringing a wide range of skills, experiences, and perspectives. To learn more, visit www.wharton.upenn.edu.
The Executive Assistant provides high-level support to the Chief Advancement Officer, managing complex scheduling, travel, executive activities, and coordination of the CAO’s priorities in a fast-paced environment. The role also serves as a key liaison to senior internal and external stakeholders, requiring exceptional judgment, discretion, diplomacy, and a highly responsive, service-oriented approach.
Job Description
Job Responsibilities
The Executive Assistant to the Chief Advancement Officer (CAO) of Wharton External Affairs (WHEA) provides high-level executive and administrative support to the CAO and helps ensure the smooth and effective day-to-day management of the CAO’s priorities and activities. Reporting directly to the CAO, the Executive Assistant manages complex priorities, coordinates executive-level activities, and serves as a key point of contact and liaison for senior faculty and administrators, alumni, donors, and other prominent internal and external stakeholders.
The Executive Assistant manages the CAO’s complex and frequently changing calendar, coordinates meetings and engagements, and oversees extensive domestic and international travel arrangements. Working closely with the CAO, the position anticipates needs, prioritizes competing demands, and facilitates the effective flow of information and activities in a fast-paced and dynamic environment.
Serving as a key liaison between the CAO and internal and external stakeholders, the Executive Assistant exercises exceptional judgment, discretion, diplomacy, and professionalism in managing inquiries, requests, and sensitive or confidential matters. The position requires a highly responsive and service-oriented approach, with the ability to navigate competing priorities and scheduling challenges with tact and sound judgment, while ensuring that colleagues and constituents feel valued and respected.
The Executive Assistant contributes to a culture of service, collaboration, and excellence within WHEA, working effectively across the organization to support the CAO’s priorities and the broader goals of External Affairs. The position may occasionally provide support for events, programs, and other activities outside of regular business hours.
Qualifications
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Bachelor’s degree and 3-5 years of experience, or equivalent combination of education and experience, is required. At east 7 years of related experience is strongly preferred.
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Demonstrated professionalism, sound judgment, and an exceptionally high level of discretion and integrity, with the ability to handle highly sensitive and confidential information and matters with complete trustworthiness.
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Highly motivated and committed to excellence, with a strong work ethic and demonstrated ability to provide responsive, accurate, and detail-oriented support in a fast-paced environment involving senior leaders and high-profile internal and external stakeholders.
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Exceptional interpersonal, diplomatic, and relationship-management skills, with the poise and tact to navigate sensitive situations, manage competing demands, and communicate decisions or changes in a manner that ensures colleagues and stakeholders feel valued and respected.
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Excellent organizational and time-management skills, with demonstrated ability to anticipate needs, exercise initiative, manage complex and frequently changing priorities, and coordinate multiple projects and deadlines with a high degree of accuracy and follow-through.
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Excellent written and verbal communication skills, with the ability to communicate professionally and effectively with individuals at all levels of an organization and represent the office with a welcoming, polished, and service-oriented approach.
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Demonstrated ability to manage complex executive scheduling and logistics, exercise judgment in prioritizing requests, and proactively identify and resolve scheduling conflicts and other administrative challenges.
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Strong technology skills, including proficiency with Microsoft Office applications such as Outlook, Word, Excel, and PowerPoint, and the ability to quickly learn and effectively use other administrative systems and technologies.
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Demonstrated ability to work both independently and collaboratively, remain adaptable and composed in a changing environment, and contribute as a team member in support of events, activities, and broader organizational priorities.
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Experience supporting executives or senior administrators in a complex organization is strongly preferred; experience in a higher education environment is preferred.
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Experience in fundraising, advancement, or alumni relations is highly desirable.
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
Wharton School
Pay Range
$65,628.00 - $80,000.00 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 .