University of Pennsylvania Hiring for Executive Assistant – Temporary at 3401 Walnut Street B/C Wing – 3rd Floor Full Time

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.

Posted Job TitleExecutive Assistant – TemporaryJob Profile TitleTemporary Employee – Non-ExemptJob Description SummaryProvides administrative, logistical, and other support for senior executives. Responsible for coordinating complex schedules and serving as a liaison between the executive and individuals/organizations, both internal and external. Makes travel arrangements; coordinates meetings and events; prepares presentations and materials for meetings; draft and edit important correspondence, reports, and other documents. Establishes and maintains office procedures as well as critical office systems and protocols.Job Description

Job Responsibilities

• Manage short- and long-term calendar planning, exercising considerable judgment about multiple demands on the executive’s time, coordinating and planning with other assistants, troubleshooting and resolving scheduling conflicts. Coordinate meetings all & events, domestic and international travel plans, itineraries and agendas and fiscal responsibility for all reimbursements.
• Prepare presentations and materials for meetings, including agendas and handouts. Ensure executives are prepared with appropriate background material for meetings, conferences, speeches and appointments.
• Conduct research; draft and edit documents; run reports. Collects, compiles, prepares, and reviews data ensuring all correspondence and other written materials and presentations are accurately prepared in a timely manner.
• Serve as liaison between the executive and various internal and external constituencies. Answer phones; respond to questions; greet visitors. Support office-wide operations as needed.
• Support other staff members reporting to the executive as well as senior members of the office as necessary.
• Prepare and format written correspondence/presentations with a high level of accuracy on behalf of the leadership team, ensuring that all correspondence and other written materials/presentations are prepared in a timely fashion.
• 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.
• 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, StatePhiladelphia, PennsylvaniaDepartment / SchoolProvost’s CenterPay Range$7.25 – $35.00 Hourly 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, as well as internal and market factors and grade profile.

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.Special Requirements
Background check may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.