Executive Assistant - Wharton Executive Education

Executive Assistant - Wharton Executive Education

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 Employers By State in 2021.

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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Executive Assistant - Wharton Executive Education

Job Profile Title
Executive Assistant A

Job Description Summary
Reporting to the Vice Dean and Chief Operating Officer of Wharton Executive Education, the Executive Assistant provides high-level, lead administrative support to these senior leaders. Responsibilities include but are not limited to the management of the Vice Dean and COO's complex calendars and meeting schedules, complex domestic and international travel, coordination of and management of additional board or committee roles and fiscal responsibility for all reimbursements.

Additionally this position will coordinate regarding and follow-up on projects and other initiatives that are in progress by the Vice Dean and COO. The role will help to prepare the Vice Dean and COO for meetings or other activities and to help create and edit powerpoints and other materials that the Vice Dean and COO might need in the execution of their duties.

This position implements, with great autonomy, administrative processes that support the Vice Dean and COO.

Job Description
  • Manage complex appointment and travel schedule, both domestic and international, for Vice Dean + COO and, interfacing with external clients, as well as University and Wharton leadership/officials, faculty, and staff. Prepare appropriate finance forms for Vice Dean and COO's expenses to ensure reimbursement.
  • Coordinate and organize all complex, logistical aspects of client visits and meetings. Prepare research and background information on companies, as well as prepare necessary meeting materials and information.
  • Manage logistical details for all board roles and any meetings and events hosted by the Vice Dean & COO. Negotiate meeting space, set up and manage catering details and support leadership in preparing for meetings. Prepare thorough, accurate, professional presentations for board and other meetings. Manage office documents, prepare/edit correspondence and other written materials for teaching and administrative purposes.
  • Manage logistical details of Vice Dean and COO's meetings with program participants, including interfacing with guest speakers and coordinating attendance at Wharton seminars.
  • Manage emails and telephone calls from external and internal sources, to include the public, media, as well as University leadership and partners, who seek general information about executive education, as well as events happening in other departments of the School, and redirect them to the appropriate staff.
  • In conjunction with Wharton and ExecEd Marketing teams, support Vice Dean in managing social media initiatives.
  • Perform additional duties as assigned.

QUALIFICATIONS: Bachelor's degree with 3- 5 years' experience in providing high level executive assistant support to senior management, preferably in a university environment, or equivalent combination of education and experience is required.
  • Ability to work in a fast-paced, multi-tasking environment with strict attention to detail and accuracy in order to meet often competing deadlines. Proven ability to work under pressure while maintaining a highly professional demeanor, prioritize tasks and responsibilities, manage multiple tasks simultaneously, and meet deadlines.
  • Excellent interpersonal skills and ability to interact effectively with senior level officials, faculty, staff and partners.
  • Proven ability to exercise discretion in working with highly confidential and sensitive matters.
  • Ability to be a creative, collaborative problem-solver.
  • Professional presentation and dress, reflective of the Office of the Vice Dean.
  • Personal initiative and strong work ethic along with highly effective communications skills. Public speaking skills a plus. Demonstrated writing/editing skills with keen attention to detail and accuracy of information.
  • Excellent, highly developed organizational skills as well as a friendly, flexible and high customer service orientation.
  • Demonstrated ability to work autonomously, work cooperatively and effectively with diverse constituencies. Ability to work early mornings/late evenings weekends in order to execute deadlines.
  • Extensive experience and advanced proficiency with Microsoft Office (MS Word, Excel and Power Point), databases (ideally, CRM), scheduling systems, meeting management systems, virtual office communications tools, EMS and the internet.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Wharton School

Pay Range
$51,824.00 - $78,096.00

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 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.

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

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/SCC-Aresty-InstExec-Ed/Executive-Assistant---Wharton-Executive-Education_JR00052815

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