Executive Assistant A

upenn; Upper Paxton Township (PA); On-site; USD 66,000 - 70,000; Full time

Job summary

University of Pennsylvania, Perelman School of Medicine, Department of Neurology seeks an Executive Assistant to provide high-level support to the Chair. You will manage calendars, draft and edit correspondence, prepare background information, and handle reimbursements and committee memberships.

The role requires a BA/BS and 3–5 years of experience, with strong organizational and communication skills and the ability to liaise with senior leaders and external partners. Based in Philadelphia, PA.

Qualifications

• Bachelor of Arts or Bachelor of Science required with 3–5 years of experience or equivalent.
• Experience providing high-level administrative support to senior leaders.
• Proficient in calendar management, correspondence drafting/editing, and background research.

Responsibilities

• Provide high-level administrative support to the Chair and office.
• Create invoices, reports, memos, letters, and other documents using MS Office.
• Manage schedules and organize meetings, travel, and priorities for the senior leader.
• Coordinate with internal and external stakeholders and act as liaison for the Chair’s Office.

Skills

Calendar management

Executive support

Communication

Project management

Education

BA/BS required

Tools

Microsoft Office

Job 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 A

Job Profile Title

Executive Assistant A

Job Description Summary

The Department of Neurology in the Perelman School of Medicine has over 230 full time faculty (clinicians and full-time researchers) and 16 divisions that serve both adult and pediatric neurology patients.

The Department is seeking an Executive Assistant that provides high-level support to the Chair of the Department of Neurology, handling a variety of complex and confidential tasks to ensure the efficient operation of the Chair's office. The Executive Assistant also provides advanced and expert-level support to the Chair by managing their time and priorities with meticulous calendar management, drafting and editing correspondence, and compiling background information on priority issues and projects. The Executive Assistant will also maintain and process reimbursements and maintain annual committee memberships.

This individual serves as a liaison to internal and external constituents and is the first point of contact for the Chairs Office to internal and external visitors. The Executive Assistant effectively collaborates with individuals at all levels of the organization including senior leaders of the School of Medicine and University of Pennsylvania Health System.

Job Description

Job Responsibilities

Provide high-level administrative support. Create invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.

• Manage and maintain schedules
• Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives. Make travel arrangements for executives/ senior leaders
• Answer phone calls and messages and direct calls/emails to appropriate parties or take messages
• Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
• Organizes, facilitates and supervises all activities of the assigned office; makes autonomous decisions with respect to the senior leader's time commitments; strategically organizes the priorities relative to his/her schedule; responds on the leader's behalf to numerous internal and external inquiries while making independent decisions about which opportunities the leader should pursue, and defines the scope of work for proposed activities related to the senior leader
• Project management: The executive assistant will provide smooth and efficient management of complex projects
• Oversight of department website (liaising with PSOM and Health System marketing), social media accounts
• Support of department Vice Chairs on strategic chair-related projects
• Manages, plans, and coordinates the implementation of all activities for the Office
• Coordinate and arrange important meetings
• Other duties as assigned

Qualifications

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

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$65,628.00 - $70,000.00 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 a