Executive Assistant A at University of… · Smilow…

Executive Assistant A

Location: Smilow Center-6TH Floor

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 A

Job Profile Title

Executive Assistant A

Job Description Summary

The Executive Assistant A serves as the principal administrative and operational partner to the Executive Vice Dean and Senior Vice President for Academic Affairs. This position provides highly confidential executive support and manages the daily operations of the Executive Vice Dean’s Office in a complex academic medical center environment.

The Executive Assistant A functions as a trusted advisor and strategic coordinator, exercising independent judgment and discretion while managing competing priorities, facilitating communication across multiple constituencies, and ensuring efficient execution of the Executive Vice Dean’s responsibilities across faculty affairs, academic affairs, education, research, clinical operations, and institutional governance.

The position requires exceptional organizational ability, political acumen, professionalism, and the capacity to interact effectively with senior university and health system leaders, department chairs, faculty, trustees, external organizations, and government agencies.

Job Description

Executive Support and Strategic Calendar Management

• 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.

Leadership Communications

• 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.

Governance and Committee Support

• 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.

Office Operations

• 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.

Project Management

• 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.

Stakeholder and Relationship Management

• 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.

Event and Meeting Management

• 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.

Confidential and Sensitive Matters

• 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.

Supervision and Administrative Leadership

• 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.

Required Qualifications

• Bachelor's degree and 3yrs to 5yrs of experience or an equivalent combination of education and experience required.
• Demonstrated experience supporting senior executives with substantial organizational responsibilities.
• Exceptional organizational, interpersonal, and problem-solving skills.
• Outstanding written and verbal communication abilities.
• Advanced proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to manage multiple priorities while maintaining attention to detail and accuracy.
• Proven ability to exercise discretion, judgment, and confidentiality.

Preferred Qualifications

• Experience in academic medicine or healthcare administration.
• Five or more years of progressively responsible executive support experience, preferably in academic medicine, healthcare, or a similarly complex environment.
• Knowledge of University of Pennsylvania and Penn Medicine administrative systems.
• Experience supporting governance committees and senior leadership teams.
• Familiarity with faculty affairs, academic affairs, or institutional governance processes.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$65,628.00 - $98,000.00 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 protected under 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