Executive Administrative Assistant

Inside Higher Ed; Philadelphia (Philadelphia County); On-site; USD 64,500 - 85,000; Full time

Benefits offered by this job

Health, Life, and Flexible Spending Accounts

Tuition assistance

Retirement plans

Wellness and Work-life Resources

Job summary

An educational institution in Philadelphia is seeking an Executive Administrative Assistant to support the AVP and CIO. Responsibilities include managing complex calendars, coordinating travel, and preparing documents. The ideal candidate will have a Bachelor's degree and 3-5 years of relevant experience, with strong organizational skills and proficiency in software applications including Outlook and Excel. This role offers a competitive salary range and benefits, promoting staff development and special projects.

Qualifications

• 3 to 5 years of administrative support experience for an executive leader.
• Ability to manage multiple, complex projects simultaneously.
• Experience in problem-solving in a professional setting.

Responsibilities

• Manage complex calendars and prioritize scheduling.
• Prepare documents and take detailed meeting notes.
• Coordinate travel plans and fiscal responsibilities for reimbursements.
• Organize office files and perform general office duties.

Skills

Strong organizational skills

Advanced knowledge of Outlook

Knowledge of Word and Excel

Strong interpersonal skills

Excellent customer service

Education

Bachelor’s degree

Tools

PowerPoint

Adobe

Job description

Executive Administrative Assistant

Posted Job Title: Executive Administrative Assistant
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; 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 communication 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

Department / School

Provost’s Center

Pay Range

$64,500.00 - $85,000.00 Annual Rate

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

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.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/3600-Civic-Center-Boulevard---9th-Floor/Executive-Administrative-Assistant_JR00115178