Executive Assistant, Leonard Davis Institute, Wharton School

You need to sign in or
create an account to save a job.
Executive Assistant, Leonard Davis Institute, Wharton School

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, Leonard Davis Institute, Wharton School

Job Profile Title
Executive Assistant A

Job Description Summary
Reporting to the Executive Director of the Leonard Davis Institute, the Executive Assistant serves as the primary contact for the Executive Director's and LDI's administrative needs and provides executive-level administrative and organizational support. Tasks include overseeing and optimizing the Director's and LDI's complex schedule, managing communications on behalf of the Executive Director and LDI, which includes email, letter, memos, presentation, and other communications as needed, and planning all logistical aspects of meetings and events.

The Executive Assistant represents the Executive Director and the Institute to both internal and external constituents, including senior University leadership, board members, and nationally recognized experts in the health policy field. This position handles confidential and sensitive information/issues and analyzes/resolves front-line inquiries and issues accurately and promptly in a professional manner.

Job Description

The Executive Assistant independently plans various in-person and virtual meetings and events, including board meetings, conferences, and seminars. This includes multiple aspects of meeting planning, such as soliciting and confirming a meeting date, selecting and booking a meeting venue, running meetings in multiple videoconferencing platforms, maintaining accurate contact lists, creating invitation lists and overseeing RSVPs, sending event reminders, coordinating and creating specialized speaker agendas, booking speaker travel, processing speaker travel reimbursements, conducting virtual technology checks, ordering catering, tracking event budgets, and drafting detailed run-of-show documents.

This position also manages all LDI's general activities, office systems, and facilities, including scheduling meetings, monitoring and responding to inquiries on LDI's general email accounts and main phone numbers, managing internal calendars, staff listservs, shared files and drives, coordinating poster printing services, on-campus room reservations, and building maintenance.


A Bachelor's Degree and 5 to 7 years of experience or equivalent combination of education and experience is required. An advanced level of professionalism, initiative, and independence is required. Direct experience working for a senior-level executive and prior conference and event planning experience is required. Advanced skills in the Microsoft 365/Office suite is required. Competitive candidates will demonstrate: strong interpersonal skills, including the ability to work with diverse groups; excellent communication skills including demonstrated advanced writing skills; the ability to function independently and operate effectively within a complex, high-volume environment; excellent organizational and problem solving skills and superior skills in attending to details; commitment to participate in and contribute to the team effort; and the ability to address highly complex and confidential issues with tact and sensitivity to confidentiality.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Wharton School

Pay Range
$51,824.00 - $78,096.00
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 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/Colonial-Penn-Center/Executive-Assistant--Leonard-Davis-Institute--Wharton-School_JR00056129

Copyright ©2022 Jobelephant.com Inc. All rights reserved.

Posted by the FREE value-added recruitment advertising agency jeid-b8ae3b06824ba14097809d1e58cbe65b