Executive Assistant to Chief Advancement Officer

Jobtailor; Philadelphia (Philadelphia County); On-site; USD 65,000 - 90,000; Full time

Job summary

Wharton External Affairs seeks an experienced Executive Assistant to provide high-level support to the Chief Advancement Officer. You will manage priorities, calendars, travel, and communications in a fast-paced environment, liaising with senior faculty, alumni, and donors.

The role requires a Bachelor’s degree with 3–5 years of experience (7+ preferred) and strong discretion, organization, and communication skills to ensure flawless operations across the CAO’s office.

Qualifications

• Bachelor's degree and 3-5 years of experience or equivalent combination required.
• At least 7 years of related experience strongly preferred.
• Demonstrated professionalism, sound judgment, discretion, integrity, and ability to handle sensitive and confidential information.
• Highly motivated, committed to excellence, and able to provide responsive, accurate, detail-oriented support in a fast-paced environment.
• 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 and resolve scheduling conflicts.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Ability to learn and use other administrative systems and technologies.
• Ability to work independently and collaboratively and remain adaptable and composed in a changing environment.
• Experience supporting executives or senior administrators in a complex organization is strongly preferred.
• Experience in a higher education environment is preferred.
• Experience in fundraising, advancement, or alumni relations is 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 in a fast-paced environment.
• Manage complex and frequently changing calendars.
• Coordinate meetings and 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 key liaison to senior faculty, administrators, alumni, donors, and other prominent internal and external stakeholders.
• Manage inquiries, requests, and sensitive or confidential matters with judgment, discretion, diplomacy, and professionalism.
• Navigate competing priorities and scheduling challenges.
• Support a culture of service, collaboration, and excellence within Wharton External Affairs.
• Work across the organization to support the CAO's priorities and broader External Affairs goals.
• Occasionally support events, programs, and other activities outside regular business hours.

Skills

Executive Support

Calendar Management

Interpersonal Skills

Microsoft Office Proficiency

Higher Education Experience

Education

Bachelor's degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

• Provide high-level executive and administrative support to the Chief Advancement Officer
• Manage the CAO's priorities and activities in a fast-paced environment
• Manage complex and frequently changing calendars
• Coordinate meetings and 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 key liaison to senior faculty, administrators, alumni, donors, and other prominent internal and external stakeholders
• Manage inquiries, requests, and sensitive or confidential matters with judgment, discretion, diplomacy, and professionalism
• Navigate competing priorities and scheduling challenges
• Support a culture of service, collaboration, and excellence within Wharton External Affairs
• Work across the organization to support the CAO's priorities and broader External Affairs goals
• Occasionally support events, programs, and other activities outside regular business hours

Requirements

• Bachelor's degree and 3-5 years of experience, or equivalent combination of education and experience, is required
• At least 7 years of related experience is strongly preferred
• Demonstrated professionalism, sound judgment, discretion, integrity, and ability to handle sensitive and confidential information
• Highly motivated, committed to excellence, and able to provide responsive, accurate, detail-oriented support in a fast-paced environment
• 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 and resolve scheduling conflicts
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint
• Ability to learn and use other administrative systems and technologies
• Ability to work independently and collaboratively and remain adaptable and composed in a changing environment
• Experience supporting executives or senior administrators in a complex organization is strongly preferred
• Experience in a higher education environment is preferred
• Experience in fundraising, advancement, or alumni relations is highly desirable
• Background checks may be required after a conditional job offer

Core Competencies

Demonstrates exceptional organizational, communication, and interpersonal skills while providing high-level executive support. Proficient in managing complex schedules, travel arrangements, and sensitive information in a fast-paced environment.

Highest-signal resume keywords

• Executive Support
• Calendar Management
• Interpersonal Skills
• Microsoft Office Proficiency
• Higher Education Experience

Hard Skills

• Calendar Management
• Travel Coordination
• Project Coordination
• Scheduling Conflict Resolution
• Administrative Systems Proficiency

Soft Skills

• Professionalism
• Judgment
• Discretion
• Adaptability
• Collaboration

Industry Keywords

• Higher Education
• Fundraising
• Alumni Relations
• Advancement
• Confidential Information Management

Tools & Technologies

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint