Executive Assistant

Executive Assistant

Provide executive level administrative assistance support for the Chair, including management of Chair's calendar and travel, scheduling departmental meetings with appropriate preparation and background materials, and creating minutes / action plans. Serve as liaison between departmental faculty leaders and the development office and assist with preparation of communication strategies, proposals for donors, and development of marketing and communication materials such as newsletters, website content, brochures, and videos. Assist with outreach efforts for alumni and associated faculty, including engagement events and coordination with endowed lecture series. Assist with the preparation of correspondence, reports, documents and presentations for both internal and external audiences, including complex and sensitive communications. Serve as project coordinator and central point of contact for communication, change management, and organization of activities to support implementation of departmental strategic plans. Coordinate developmental learning and integration opportunities for faculty and administrative leaders, including training programs / events and annual retreats to enhance collaboration and increase organizational effectiveness within and across missions. Coordinate and staff departmental special events including memorial dinners and department holiday celebrations. Draft presentations for meetings with faculty and staff to outline strategic plans, progress and accomplishments, and key metrics. Develop and maintain dashboards and other communication tools to capture and communicate information against the department's tripartite mission.

1. Provide executive level administrative support to the department Chair.

• Manage Chair's calendar and all daily activities to ensure logistics are complete and Chair is provided with appropriate background documentation for all meetings.
• Maintain discretion and confidentiality at all times in the performance of all responsibilities; recognize critical situations and inform appropriate personnel when necessary.
• Assist with development and coordination of all meeting materials

2. Travel & Reimbursements for the Chair

3. Coordination and Staffing of Departmental and Executive Level meetings

4. Support development efforts for the department, in collaboration with the Development Office, including :

5. Assist with creating proposals for donors, and developing marketing and communication materials to highlight the Department's academic and clinical achievements and community service efforts in a variety of formats such as newsletters, websites content, brochures, videos, and public relations announcements / press releases.

6. Coordinate site visits, donor events, and follow up communications, including professional interactions with prospective donors.

7. Assist with the preparation of correspondence, reports, documents and presentations for both internal and external audiences, including complex and sensitive communications at the request of the Chair or COO such as : the Annual Report to the Dean, departmental policies and standard operating procedures, and faculty recruitment / appointment / reappointment and award nomination letters.

8. Working under the direction of the Chair and COO, and with guidance from the Associate Director of Administration & Faculty Affairs, serve as project coordinator and central point of contact for communication (newsletter, website & social media), change management, and organization of activities to support implementation of departmental strategic plans.

9. Coordinate developmental learning and integration opportunities for faculty and administrative leaders, including training programs / events and annual retreats to enhance collaboration and increase organizational effectiveness within and across missions. Draft presentations for Chair and / or COO meetings with faculty and staff to outline strategic plans, progress and accomplishments, and key metrics.

10. Perform additional duties as assigned.

Provide administrative support to the department Chair, including :

Support development efforts for the department, in collaboration with the Development Office, including :

Serve as project coordinator and central point of contact for communication, change management, and organization of activities to support implementation of departmental strategic plans, including :

Qualifications

Associates level degree required, BA / BS degree preferred and 5-7 years related administrative experience, or equivalent combination of education and experience required. Must demonstrate excellent oral / written communication and organizational skills plus ability to work independently and prioritize tasks. Ability to work cooperatively with diverse set of constituencies is essential, in addition to exceptional interpersonal skills and attention to detail. Must possess excellent computer skills (MS Office Suite) with working knowledge of web applications and the ability to create informative and engaging presentations and written communications in a variety of formats.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$64,500.00 - $88,000.00 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