Executive Assistant (Perry World House)

Executive Assistant (Perry World House)

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 (Perry World House)

Job Profile Title
Staff Assistant C

Job Description Summary
Provide high-level, multi-faceted, executive, scheduling, and administrative support to the Faculty Director and Executive Director. S/h/they will handle confidential, sensitive, and nonroutine information and matters with discretion, confidentiality, and integrity.

This includes timely and responsive scheduling; expense report reconciliation and processing; drafting correspondence; travel support; tracking and staffing meetings, including by providing meeting agendas, other materials and follow-up; managing and prioritizing daily workflow and messages; and ensuring timely review of materials and decision points by the Directors.

The Executive Assistant will work closely with the Directors, playing a critical role beyond scheduling by drafting correspondence, managing email correspondence, welcoming visitors, responding to emails, coordinating the Directors' calendar, and independently adjusting commitments based on shifting priorities and institutional objectives. An important aspect of this role will be to work with the Directors to ensure prioritization of time and commitments across multiple responsibilities within the University.

The Executive Assistant will be responsible for preparing briefing materials for the Directors, as well as drafting agendas and related deliverables.

The Executive Assistant will also be responsible for managing Perry World House donor and foundation stewardship efforts, including through contact and relationship tracking, developing outreach materials, and ensuring timely follow-up.

Job Description

  • Serve as the major support person to the Faculty Director and the Executive Director. Perform high-level administrative, support, and coordination duties for the senior team.
  • Provide high-level, multi-faceted executive and administrative support to the Directors. This includes timely and responsive scheduling, expense report reconciliation and processing, drafting correspondence, logistical and travel support, providing meeting materials, drafting correspondence, welcoming visitors, responding to emails, scheduling requests, coordinating Directors' meeting calendar, independently adjusting commitments based on shifting priorities and institutional objectives, and producing briefing materials, draft agendas, sophisticated PowerPoint presentations and related deliverables.
  • Work with the Directors to ensure prioritization of time and commitments across multiple responsibilities within the University.
  • Be responsible for managing Perry World House donor and foundation stewardship efforts, including through contact and relationship tracking, developing outreach materials, and ensuring timely follow-up.
  • Assist the Directors by performing high-level operational, administrative, logistical, and other executive support duties, including drafting correspondence, welcoming visitors, responding to emails, scheduling meetings, expense processing, coordinating calendars, and independently adjusting commitments based on shifting priorities and objectives. Produce briefing materials, PowerPoint, draft agendas, and related deliverables.
  • Assist with development and stewardship activities for individual and institutional donors, including, but not limited to, managing development and outreach calendar, managing donor visits and other related functions, creating reports for presentations, maintaining updated donor and prospect records, maintaining all confidential donor notes, and preparing gift acknowledgement letters and cultivation packages.
  • At the direction of senior leadership, organize and execute the call and selection processes for key PWH programs, including, but not limited to, Lightning Scholar, Course Support, Workshop Support, Post-Docs, Emerging Scholar Essay Prize, Senior Faculty Fellow, and International Visitors Grants.
  • At the direction of senior leadership, lead a variety of special initiatives, including, but not limited to, planning and producing high-impact events and acting as the directors' representative on special projects.
  • Other duties and responsibilities as assigned.

  • A bachelor's degree and 0-3 years of progressively responsible experience in an executive assistant, or comparable position, or equivalent combination of education and experience required.
  • Experience in fast-paced environment juggling multiple, time-sensitive responsibilities, providing support of senior-level leadership.
  • Experience managing special projects, including donor stewardship.
  • Outstanding oral and written communication skills and the ability to exercise diplomacy, tact, and judgment in interacting with a wide range of constituents at varying levels of an organization.
  • Ability to work both independently and as part of a diverse and close-working team in a setting requiring initiative, strong organization, entrepreneurship, flexibility, sound judgment, and the prioritization of multiple demands.
  • High-level of proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) required. Proficiency in Concur a plus. Ability to learn and apply new technologies, as needed. Strong attention to detail and accuracy in work performance while meeting deadlines.
  • Knowledge of Penn policies or experience in a university setting strongly preferred.
  • Perry World House is a center for scholarly inquiry, teaching, research, international exchange, policy engagement, and public outreach on pressing global issues, and therefore a passion for these areas would be preferred.

Application Requirement:

A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

Budgeted Pay Range:

$45,000 -- $55,000 commensurate with education and experience

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Penn Global

Pay Range
$42,953.00 - $65,861.00

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/Perry-World-House/Executive-Assistant_JR00044668

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