Executive Assistant – Chief Advancement Officer

Jobtailor; Philadelphia (Philadelphia County); On-site; USD 70,000 - 110,000; Full time

Job summary

Wharton External Affairs is seeking an experienced Executive Assistant to provide high‑level support to the Chief Advancement Officer. You will manage the CAO’s priorities, day‑to‑day operations, and a complex calendar while coordinating meetings and executive engagements.

You will oversee extensive domestic and international travel, handle sensitive information with discretion, and act as a trusted liaison to senior faculty, alumni, donors and other stakeholders, contributing to a culture of

Qualifications

• Bachelor’s degree and 3-5 years of experience, or equivalent combination of education and experience, required
• At least 7 years of related experience strongly preferred
• Demonstrated professionalism, sound judgment, discretion, and integrity
• Ability to handle highly sensitive and confidential information
• Highly motivated, committed to excellence, and detail-oriented
• Exceptional interpersonal, diplomatic, and relationship-management skills
• Excellent organizational and time-management skills
• Ability to anticipate needs, exercise initiative, manage changing priorities, and coordinate multiple projects and deadlines
• Excellent written and verbal communication skills
• Ability to manage complex executive scheduling and logistics
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint
• Ability to quickly learn and use administrative systems and technologies
• Ability to work independently and collaboratively and remain adaptable in a changing environment
• Experience supporting executives or senior administrators in a complex organization strongly preferred
• Higher education experience preferred
• Fundraising, advancement, or alumni relations experience highly desirable
• Background checks may be required after a conditional job offer

Responsibilities

• Provide high-level executive and administrative support to the Chief Advancement Officer
• Manage the CAO’s priorities and activities and support day-to-day operations
• Manage a complex and frequently changing calendar
• Coordinate meetings and executive engagements
• Oversee extensive domestic and international travel arrangements
• Anticipate needs and prioritize competing demands
• Facilitate the effective flow of information and activities
• Serve as a liaison to senior faculty, administrators, alumni, donors, and other internal and external stakeholders
• Manage inquiries, requests, and sensitive or confidential matters with judgment and discretion
• Navigate competing priorities and scheduling challenges
• Support a culture of service, collaboration, and excellence within Wharton External Affairs
• Support events, programs, and other activities outside regular business hours when needed

Skills

Calendar Management

Executive Scheduling

Logistics Coordination

Project Management

Microsoft Office

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

• Provide high-level executive and administrative support to the Chief Advancement Officer
• Manage the CAO’s priorities and activities and support day-to-day operations
• Manage a complex and frequently changing calendar
• Coordinate meetings and executive engagements
• Oversee extensive domestic and international travel arrangements
• Anticipate needs and prioritize competing demands
• Facilitate the effective flow of information and activities
• Serve as a liaison to senior faculty, administrators, alumni, donors, and other internal and external stakeholders
• Manage inquiries, requests, and sensitive or confidential matters with judgment and discretion
• Navigate competing priorities and scheduling challenges
• Support a culture of service, collaboration, and excellence within Wharton External Affairs
• Support events, programs, and other activities outside regular business hours when needed

Requirements

• Bachelor’s degree and 3-5 years of experience, or equivalent combination of education and experience, required
• At least 7 years of related experience strongly preferred
• Demonstrated professionalism, sound judgment, discretion, and integrity
• Ability to handle highly sensitive and confidential information
• Highly motivated, committed to excellence, and detail-oriented
• Exceptional interpersonal, diplomatic, and relationship-management skills
• Excellent organizational and time-management skills
• Ability to anticipate needs, exercise initiative, manage changing priorities, and coordinate multiple projects and deadlines
• Excellent written and verbal communication skills
• Ability to manage complex executive scheduling and logistics
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint
• Ability to quickly learn and use administrative systems and technologies
• Ability to work independently and collaboratively and remain adaptable in a changing environment
• Experience supporting executives or senior administrators in a complex organization strongly preferred
• Higher education experience preferred
• Fundraising, advancement, or alumni relations experience highly desirable
• Background checks may be required after a conditional job offer

Core Competencies

Demonstrates exceptional organizational and time-management skills while providing high-level executive support, managing complex scheduling, and facilitating effective communication among diverse stakeholders. Proficient in Microsoft Office and capable of handling sensitive information with discretion and professionalism.

Highest-signal resume keywords

• Executive Support
• Calendar Management
• Interpersonal Skills
• Microsoft Office Proficiency
• Confidential Information Handling

ATS Optimization Keywords

Hard Skills

• Calendar Management
• Executive Scheduling
• Logistics Coordination
• Project Management
• Microsoft Office

Soft Skills

• Interpersonal Skills
• Judgment
• Discretion
• Detail-Oriented
• Adaptability

Industry Keywords

• Higher Education
• Fundraising
• Alumni Relations
• Advancement
• Collaboration