Executive Assistant and Administrative Officer

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 visitors traveling to the Penn Global office or participating in Penn Global Initiatives programming abroad. Parties include; partner universities, foreign delegations, dignitaries, guest speakers, and visiting faculty. Responsibilities include; coordinating travel and accommodations, managing communications and outreach, developing itineraries and talking points, processing expenses and reimbursements, and serving as a liaison between Penn departments, schools, and guests.
• Purchasing and Acquisition: Support Vice Provost, Associate Vice Provost, and the Global Initiatives team in utilizing the Ben Buys system, University Pro-Card, University Meeting Card, and purchase order systems. Serve as liaison between the Penn Global Business Office and suppliers.
• Graduate Student Assistant: Co-manage a Global Initiatives Graduate Student Assistant for 10-hours a week. 
• Other duties and responsibilities as assigned

Qualifications

• Bachelor’s degree and 3 to 5 years of administrative support experience inclusive of direct support for an executive leader, or an equivalent combination of education and experience, is required.

• Strong organizational skills and advanced knowledge of computer software including Outlook, Word and Excel required. Knowledge of PowerPoint, and Adobe strongly preferred.

• Demonstrated experience with digital communications, preferably in website and social media content, strongly preferred.

• Strong interpersonal skills and the ability to proactively problem solve required.
• Excellent customer service, oral and written communications skills; strong organizational skills; knowledge of Penn and Penn systems preferred.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Penn Global

Pay Range

$65,628.00 - $75,000.00 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 and peer data at Penn are also considered.

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 protectedunder 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.

University Benefits

• Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

• Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

• Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

• Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

• Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

• Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

• Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

• University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

• Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

• Flexible Work Hours:Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

• Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

• Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay