Executive Assistant to the Chief Advancement Officer - Wharton External Affairs

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 to the Chief Advancement Officer, Wharton External Affairs

Job Profile Title

Executive Assistant A

Job Description Summary

Wharton School Overview
Founded in 1881 as the world’s first collegiate business school, the Wharton School of the University of Pennsylvania is shaping the future of business by incubating ideas, driving insights, and creating leaders who change the world. With campuses in both Philadelphia and San Francisco, Wharton has over 850 staff, a faculty population of more than 235 renowned professors, and 5,000 undergraduate, MBA, executive MBA, and doctoral students. Each year 13,000 professionals from around the world advance their careers through Wharton Executive Education’s individual, company-customized, and online programs. More than 104,000 Wharton alumni form a powerful global network of leaders who transform business every day. Wharton is home to a dynamic community of staff, bringing a wide range of skills, experiences, and perspectives. To learn more, visit www.wharton.upenn.edu.

The Executive Assistant provides high-level support to the Chief Advancement Officer, managing complex scheduling, travel, executive activities, and coordination of the CAO’s priorities in a fast-paced environment. The role also serves as a key liaison to senior internal and external stakeholders, requiring exceptional judgment, discretion, diplomacy, and a highly responsive, service-oriented approach.

Job Description

Job Responsibilities
The Executive Assistant to the Chief Advancement Officer (CAO) of Wharton External Affairs (WHEA) provides high-level executive and administrative support to the CAO and helps ensure the smooth and effective day-to-day management of the CAO’s priorities and activities. Reporting directly to the CAO, the Executive Assistant manages complex priorities, coordinates executive-level activities, and serves as a key point of contact and liaison for senior faculty and administrators, alumni, donors, and other prominent internal and external stakeholders.

The Executive Assistant manages the CAO’s complex and frequently changing calendar, coordinates meetings and engagements, and oversees extensive domestic and international travel arrangements. Working closely with the CAO, the position anticipates needs, prioritizes competing demands, and facilitates the effective flow of information and activities in a fast-paced and dynamic environment.

Serving as a key liaison between the CAO and internal and external stakeholders, the Executive Assistant exercises exceptional judgment, discretion, diplomacy, and professionalism in managing inquiries, requests, and sensitive or confidential matters. The position requires a highly responsive and service-oriented approach, with the ability to navigate competing priorities and scheduling challenges with tact and sound judgment, while ensuring that colleagues and constituents feel valued and respected.

The Executive Assistant contributes to a culture of service, collaboration, and excellence within WHEA, working effectively across the organization to support the CAO’s priorities and the broader goals of External Affairs. The position may occasionally provide support for events, programs, and other activities outside of regular business hours.

Qualifications

• Bachelor’s degree and 3-5 years of experience, or equivalent combination of education and experience, is required. At east 7 years of related experience is strongly preferred.

• Demonstrated professionalism, sound judgment, and an exceptionally high level of discretion and integrity, with the ability to handle highly sensitive and confidential information and matters with complete trustworthiness.

• Highly motivated and committed to excellence, with a strong work ethic and demonstrated ability to provide responsive, accurate, and detail-oriented support in a fast-paced environment involving senior leaders and high-profile internal and external stakeholders.

• Exceptional interpersonal, diplomatic, and relationship-management skills, with the poise and tact to navigate sensitive situations, manage competing demands, and communicate decisions or changes in a manner that ensures colleagues and stakeholders feel valued and respected.

• Excellent organizational and time-management skills, with demonstrated ability to anticipate needs, exercise initiative, manage complex and frequently changing priorities, and coordinate multiple projects and deadlines with a high degree of accuracy and follow-through.

• Excellent written and verbal communication skills, with the ability to communicate professionally and effectively with individuals at all levels of an organization and represent the office with a welcoming, polished, and service-oriented approach.

• Demonstrated ability to manage complex executive scheduling and logistics, exercise judgment in prioritizing requests, and proactively identify and resolve scheduling conflicts and other administrative challenges.

• Strong technology skills, including proficiency with Microsoft Office applications such as Outlook, Word, Excel, and PowerPoint, and the ability to quickly learn and effectively use other administrative systems and technologies.

• Demonstrated ability to work both independently and collaboratively, remain adaptable and composed in a changing environment, and contribute as a team member in support of events, activities, and broader organizational priorities.

• 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.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Wharton School

Pay Range

$65,628.00 - $80,000.00 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