U

University of Pennsylvania

Ivy League university in Philadelphia, PA

Executive Assistant A

Full-TimeUpdated on 10/23/2026
$65.6k - $98k/yr
Mid
Bachelor's
Philadelphia, PA, USA
In Person
Administrative & Executive AssistanceExecutive Support

About the job

Requirements
  • A bachelor's degree and three to five years of experience, or an equivalent combination of education and experience, are required.
  • Demonstrated experience supporting senior executives with substantial organizational responsibilities is required.
  • Exceptional organizational, interpersonal, and problem-solving skills are required.
  • Outstanding written and verbal communication abilities are required.
  • Advanced proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams, is required.
  • Ability to manage multiple priorities while maintaining attention to detail and accuracy is required.
  • Proven ability to exercise discretion, judgment, and confidentiality is required.
Responsibilities
  • Manage an exceptionally complex calendar involving institutional, health system, university, and external commitments.
  • Independently prioritize requests and make decisions regarding scheduling and allocation of executive time.
  • Anticipate and proactively address scheduling conflicts and competing priorities.
  • Coordinate domestic and international travel, including detailed itineraries and briefing materials.
  • Prepare and organize daily schedules, meeting materials, presentations, and background documents.
  • Draft, edit, and coordinate correspondence, reports, presentations, speeches, agendas, and briefing documents.
  • Serve as a primary liaison between the Executive Vice Dean and university, health system, and external stakeholders.
  • Facilitate communications with department chairs, center directors, executive leadership, faculty leaders, trustees, alumni, and external organizations.
  • Ensure timely follow-up on executive communications and action items.
  • Coordinate activities related to major faculty governance and leadership committees.
  • Manage meeting logistics, agendas, supporting materials, and follow-up for senior leadership meetings.
  • Support institutional committees including faculty affairs, appointments and promotions, academic governance, and strategic planning activities.
  • Maintain confidential records and governance documentation.
  • Direct and coordinate daily operations of the Executive Vice Dean’s Office.
  • Maintain office procedures, records management systems, and administrative workflows.
  • Monitor and manage executive correspondence and shared communications channels.
  • Coordinate purchasing, reimbursements, expense reporting, and budget-related administrative activities.
  • Work collaboratively with PSOM, UPHS, and University administrative offices to ensure seamless operations.
  • Manage special projects and strategic initiatives on behalf of the Executive Vice Dean.
  • Track milestones, deadlines, deliverables, and follow-up actions across multiple institutional initiatives.
  • Coordinate information gathering and preparation of materials for leadership decision-making.
  • Support implementation of initiatives related to faculty affairs, education, research, and organizational development.
  • Serve as the first point of contact for the Executive Vice Dean’s Office.
  • Develop and maintain effective working relationships with senior leaders across the University and Health System.
  • Coordinate visits by external reviewers, academic leaders, visiting scholars, and distinguished guests.
  • Represent the Office professionally and diplomatically with internal and external constituents.
  • Plan and coordinate leadership meetings, retreats, faculty events, and special programs.
  • Manage scheduling, logistics, communications, catering, travel arrangements, and meeting materials.
  • Coordinate high-profile institutional events involving senior university and health system leadership.
  • Handle highly sensitive personnel, academic, financial, governance, and institutional information with discretion.
  • Exercise sound judgment in managing confidential communications and sensitive organizational issues.
  • Maintain compliance with university and health system policies governing confidential information.
  • May provide direction and coordination for additional administrative personnel, temporary staff, or student workers.
  • Participate in continuous improvement initiatives to enhance office effectiveness and operational efficiency.
  • Contribute to fostering a professional, collaborative, and service-oriented office culture.
Desired Qualifications
  • Experience in academic medicine or healthcare administration is preferred.
  • Five or more years of progressively responsible executive support experience, preferably in academic medicine, healthcare, or a similarly complex environment, is preferred.
  • Knowledge of University of Pennsylvania and Penn Medicine administrative systems is preferred.
  • Experience supporting governance committees and senior leadership teams is preferred.
  • Familiarity with faculty affairs, academic affairs, or institutional governance processes is preferred.

About the company

U

University of Pennsylvania

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The University of Pennsylvania is a private Ivy League research university in Philadelphia. It comprises twelve undergraduate, graduate, and professional schools, including the Wharton School, Perelman School of Medicine, and Penn Carey Law.

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