Executive Assistant and Administrative Officer

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 and Administrative Officer

Job Profile Title
Executive Assistant A

Job Description Summary
The Executive Assistant and Administrative Officer is responsible for providing high-level executive administrative support to the Vice Provost and Associate Vice Provost for Global Initiatives and for developing and managing internal and external programming and special projects to drive engagement and rebuild and strengthen global networks. The Executive Assistant and Administrative Officer serves as a touch person for all Penn Global division directors, streamlining information and activities.

The Executive Assistant and Administrative Officer oversees efforts to foster a positive and inclusive work environment that promotes employee engagement, satisfaction, and retention. The Administrative Officer provides support on key administrative matters, manages efficient and effective operations of the Office of the Vice Provost for Global Initiatives, anticipates needs and issues of importance, and builds and maintains relationships with faculty, staff, and university partners. The Administrative Officer oversees highly sensitive and confidential information, exhibiting sound judgment, discretion, and interpersonal savvy.

Job Description

Job Responsibilities

• Event Management: Develop strategy and implement logistics for convenings hosted by the Penn Global Initiatives team as well as Penn Global-wide activities, including Town Halls, staff development and engagement opportunities, reoccurring stakeholder meetings with campus global leaders and faculty, signature student programs, and international forums. Responsibilities include: defining goals and objectives in partnership with senior leadership, managing invitations and messaging, developing agendas and run of shows, scheduling venues, coordinating catering orders, décor and logistics, facilitating expenses and reimbursements, and partnering with Global Initiatives staff and campus partners on other event details.

• Executive Administration: Support Vice Provost and Associate Vice Provost, on managing complex schedules and travel arrangements (both domestic and international), organizing and preparing meeting itineraries, materials and briefings, managing internal communications and shared email accounts, developing high-level correspondence, hosting visitors, and processing expenses, orders, and reimbursements.

• Promote a positive and inclusive work environment: Foster a positive and inclusive work environment that promotes employee engagement, satisfaction, and retention. Develop programs and initiatives to support diversity, equity, inclusion and belonging. Develop and implement programs and initiatives to engage and retain employees. Design and elicit feedback through employee surveys, focus groups, and employee engagement programs to support a data-driven approach to continuous quality improvement.

• Special Projects: Manage special projects and ad hoc events as assigned to the Global Initiatives portfolio by the President and Provost Offices.

• Executive Hiring: Manage executive level hiring for Penn Global. Responsibilities include: communicating with candidates, organizing travel and accommodations for on-campus interviews, coordinating interview schedules, serving as a liaison between candidates and the search committee, developing and distributing rubrics, collecting feedback for Human Resources, supporting managers with onboarding, and hosting annual Penn Global New Hire Orientation.

• Guests and Visitors: Develop and implement logistics for guests and visitors traveling to the Penn Global office or participating in Penn Global Initiatives programming abroad. Parties include; partner universities, foreign delegations, dignitaries, guest speakers, and visiting faculty. Responsibilities include; coordinating travel and accommodations, managing communications and outreach, developing itineraries and talking points, processing expenses and reimbursements, and serving as a liaison between Penn departments, schools, and guests.

• Purchasing and Acquisition: Support Vice Provost, Associate Vice Provost, and the Global Initiatives team in utilizing the Ben Buys system, University Pro-Card, University Meeting Card, and purchase order systems. Serve as liaison between the Penn Global Business Office and suppliers.

• Graduate Student Assistant: Co-manage a Global Initiatives Graduate Student Assistant for 10-hours a week.

• Other duties and responsibilities as assigned

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, is required.

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

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Demonstrated experience with digital communications, preferably in website and social media content, strongly preferred.

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

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

Application Requirement

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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 - City, State
Philadelphia, Pennsylvania

Department / School
Penn Global

Pay Range
$65,628.00 - $75,000.00 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.

University Benefits

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Health, Life, and Fl