Executive Assistant and Administrative Officer

upenn; United States; On-site; USD 65,000 - 90,000; Full time

Job summary

University of Pennsylvania is seeking an Executive Assistant and Administrative Officer to provide high-level administrative support to the Vice Provost and Associate Vice Provost for Global Initiatives. The role includes developing and managing programming, special projects, and strengthening global networks across Penn Global.

The position involves managing complex travel, coordinating meetings, and fostering an inclusive work environment with DEI initiatives and engagement programs for

Qualifications

• Experience providing high-level executive administrative support
• Excellent organizational and calendar management skills
• Strong written and verbal communication abilities

Responsibilities

• Event Management: develop strategy and logistics for Penn Global Initiatives events and other Penn Global activities, including town halls, staff development, and international forums; manage invitations, agendas, run of shows, venues, catering, décor, and expenses.
• Executive Administration: manage complex schedules and travel arrangements (domestic and international); prepare itineraries, materials, briefings, and correspondence; handle internal communications and reimbursements.
• Promote a positive and inclusive work environment; design and implement programs for diversity, equity, inclusion and belonging; gather feedback to drive continuous improvement.
• Special Projects: oversee ad hoc projects for the Global Initiatives portfolio as assigned by President and Provost Offices.
• Executive Hiring: assist with hiring for Penn Global; coordinate travel and on-campus interviews, select rubrics, collect feedback, support onboarding, and host New Hire Orientation.
• Guests and Visitors: develop and implement logistics for guests and visitors.

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 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