Executive Assistant

University of Pennsylvania; Philadelphia (Philadelphia County); On-site; USD 65,628 - 80,000; Full time

Benefits offered by this job

Health insurance

Tuition assistance

Generous retirement plans

Substantial paid leave

Professional development resources

Flexible work hours

Job summary

The University of Pennsylvania is seeking an Executive Assistant to support the Chief of Gastroenterology and Hepatology. This role involves preparing documents, managing complex calendars, and coordinating various events, demonstrating professionalism and proactive assistance.

Ideal candidates will possess a Bachelor’s degree and 3 to 5 years’ experience in a similar role. There are substantial benefits, including health insurance, retirement plans, and tuition assistance.

Qualifications

• 3 to 5 years of relevant experience or equivalent education.
• Strong oral and written communication skills.
• Detail-oriented and resourceful.

Responsibilities

• Provide executive-level support to the Division Chief.
• Coordinate meetings and maintain complex calendars.
• Act as liaison among faculty, administration, and external entities.

Skills

Collaboration

Multitasking

Time Management

Communication Skills

Initiative

Education

Bachelor of Arts or Bachelor of Science

Tools

Microsoft Office Suite

Microsoft Teams

Job description

Executive Assistant

The Executive Assistant (EA) will provide executive‑level administrative support to the Chief of Gastroenterology and Hepatology as well as other divisional leaders as assigned. This support will include preparing confidential documents, maintaining complex and complicated calendars; preparing for the Chief’s meetings, coordinating events in the Division, and coordinating travel schedules for external societies, academic institutions, professional organizations, and outside sponsors.

The EA will act as the first point of contact to the Division Chief and will model professionalism, proactively assisting faculty and staff as needed on behalf of the Division Chief. The EA will serve as the Division Faculty Affairs coordinator, acting as the point person for various faculty affairs inquiries and processes. The EA will execute the Division’s initiatives: coordinate meetings, monthly faculty meetings, arrange annual events, annual training requirements, and annual one‑on‑one faculty reviews as requested by the Department of Medicine. In addition to administrative support, the EA will manage select projects from conception to completion, providing periodic updates to key stakeholders.

Job Responsibilities

Provide executive‑level administrative support to the Division Chief. Coordinate meetings among the Division’s vice chief’s and leadership team to align a cohesive relationship between divisional administration and clinical priorities. Generate and maintain meeting minutes in a timely manner and distribute as necessary. Obtain and transmit information as directed by the Chief to GI Leadership, Division Faculty and staff. Serve as liaison between executives, assistants, faculty, administrators, and external entities.

Act as point person for various faculty affairs inquiries and serve as the Division Faculty Affairs coordinator. Execute initiatives, coordinate meetings, monthly faculty meetings, arrange annual events, training requirements, and one‑on‑one faculty reviews as requested by the Department of Medicine. Manage appointment, reappointment, and promotion processes in coordination with stakeholders. Compose and prepare correspondence for signature with correct grammar and formatting. Keep Chief’s CV up to date. Maintain divisional websites, updating content as necessary and ensuring compliance with UPHS and PSOM standards.

Work with divisional leadership (Vice Chief of Clinical Affairs, Vice Chief of Research, Vice Chief of Faculty Affairs) to manage and support projects from start to successful completion. Be proactive in communications; identify, document, and execute tasks; provide status updates on projects to key stakeholders and larger groups as needed.

Oversee the flow of the Office of the Chief and ensure efficient operation of the Chief’s Suite, including maintaining supply levels and serving as a resource for other division administrative personnel.

Perform additional duties as assigned.

Qualifications

• Bachelor of Arts, Bachelor of Science, and 3 to 5 years of experience or an equivalent combination of education and experience is required.

• Detail and goal oriented, proven ability to collaborate, multitask, prioritize, manage time effectively, exercise mature judgment, and strong communication skills (oral & written).

• Resourceful, initiative‑driven, and has excellent interpersonal skills.

• Proficiency with Microsoft Office applications including Outlook, Word, PowerPoint, Excel, and Teams.

Location: Philadelphia, Pennsylvania

Department / School: Perelman School of Medicine

Pay Range: $65,628.00 – $80,000.00 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.

Benefits

• Health, Life, and Flexible Spending Accounts: comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits; flexible spending accounts for eligible health care and dependent care expenses.

• Tuition: tuition assistance for employees, spouses, and dependent children at Penn, and eligible dependent children at other institutions.

• Retirement: generous retirement plans including Basic, Matching, and Supplemental plans; pre‑tax or Roth contributions; investment options through TIAA and Vanguard.

• Time Away from Work: substantial paid leave for vacations, personal affairs, illness or injury, and family time.

• Long‑Term Care Insurance: partnership with Genworth Financial offering coverage to employees and eligible family members with favorable underwriting terms.

• Wellness and Work‑life Resources: programs and resources supporting health, family, and work‑life balance.

• Professional and Personal Development: resources to advance professionally and personally.

• University Resources: access to libraries, athletic facilities, arboretum, art galleries, and cultural events.

• Discounts and Special Services: free and discounted admission to arts and cultural centers, museums; savings on cars, phone plans, tickets, and theme parks.

• Flexible Work Hours: options for non‑traditional work hours, locations, and job structures.

• Penn Home Ownership Services: forgivable loan for eligible employees for closing costs or home improvements.

• Adoption Assistance: reimbursement for qualified expenses related to the legal adoption of an eligible child, up to two adoptions.