Executive Administrative Assistant

University of Pennsylvania•Houma, LA

About The Position

Reporting to the Associate Vice Provost for Research/Managing Director of the Penn Center for Innovation (AVP) and with a dotted line to the Chief Innovation Officer (CIO), the Executive Administrative Assistant will assist and represent the AVP and CIO by providing administrative, logistical, and other support of substantial scope and complexity. Responsible for coordinating complex calendars, arranging meetings with internal and external senior-level leadership and attending meetings to take detailed notes as required; making travel arrangements (including scheduling, logistics, and expense reimbursement); coordinating meetings and events, preparing agendas, presentations, and materials for meetings; managing data records and files in support of PCI; and drafting and editing important correspondence, reports, and other documents. They will also support staff development and learning opportunities, including training programs/events, professional development, and mentoring; complete special projects as assigned; and provide back-up administrative support to other PCI groups on an as-needed basis.

Requirements

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, are required.
Strong organizational skills and advanced knowledge of computer software including Outlook, Word and Excel required.
Strong interpersonal skills and the ability to proactively problem solve required.
Ability to manage multiple, complex projects simultaneously.
Excellent customer service, oral and written communications skills; strong organizational skills; knowledge of Penn and Penn systems preferred.
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.

Nice To Haves

Knowledge of PowerPoint, and Adobe strongly preferred.
Excellent customer service, oral and written communications skills; strong organizational skills; knowledge of Penn and Penn systems preferred.

Responsibilities

Proactively manage short- and long-term calendar planning, exercising considerable judgment about multiple demands on the AVP and CIO’s time; coordinating and planning with other assistants, troubleshooting, and resolving scheduling conflicts. Account for logistics and background materials for all meetings. Schedule and coordinate meetings involving senior-level executives and faculty. Anticipate and manage potential calendar conflicts and issues.
Schedule travel for the AVP and CIO, including attendance at external meetings and conferences. Coordinate all meetings and events, including domestic and international travel plans, itineraries, and agendas, as well as fiscal responsibility for all reimbursements.
Prepare correspondence, reports, documents, and presentations for both internal and external audiences. Prepare meeting agendas and attend meetings to take detailed notes, as required. Perform follow-up with all parties to ensure satisfactory completion of assigned actions. Ensure AVP and CIO are prepared with appropriate background material for meetings, conferences, speeches, and appointments.
General office duties, including organizing and maintaining paper and electronic files for the office, copying, scanning, data entry, answering and/or screening phone calls, courier duties, and sending documents. Responsible for capturing and loading documents into internal and external databases and data management systems.
Own and manage special projects assigned by the AVP and CIO. Support staff development and learning opportunities for administrative staff, including training programs/events, professional development, and mentoring. Provide back-up administrative support to other PCI groups on an as-needed basis when regular administrative support staff assigned to those programs are unavailable, so long as it does not interfere with the primary duties and responsibilities described above.

Benefits

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.
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.
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.
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.
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.
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.
Penn provides an array of resources to help you advance yourself personally and professionally.
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.
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 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 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.
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.