Executive Assistant A

University of Pennsylvania

28d

About The Position

The Executive Assistant will support a culture of high performance by conducting advanced, diversified, and confidential duties requiring broad and comprehensive experience, skills, and knowledge. You will manage high-volume and complex meeting and travel schedules; coordinate all travel arrangements, coordinate internal meetings for both Co-Directors and assist in scheduling meetings for the Leadership team; act as the liaison with external and internal constituencies on behalf of the Co-Directors, keeping them apprised of issues and action items, prepare and format written correspondence with a high level of accuracy on behalf of the Co-Directors and team and ensuring that all written materials are prepared in a timely fashion; manage multiple projects simultaneously while maintaining integrity to details. The Executive Assistant will handle all travel related reimbursements along with the timely payment, tracking, and inputting of reimbursements for various monthly and yearly non-PO related memberships, subscriptions, and miscellaneous purchases for PMC and Co-Directors in both Concur and Infor systems following both Geriatrics and Neurology departmental policies and justifications as required. The Executive Assistant will assist in all departmental event planning including vendor selection, price quotes, Purchase Order processing, and day of event assistance as needed. The Executive Assistant will process all research, communication, computer hardware/accessories, and office supplies for the Center including creating purchase orders, track requests, and compile data for any reports as needed. Approving other end users with the approval of requests through the shopping cart role. Preparing order requests for Purchasing, receive proper approvals, identify and deliver orders when received, organize, stock, and maintain all office and beverage supplies. Place orders through BEN Financials Purchasing for catalog and non-catalog items. Assist in placing all departmental orders and in obtaining vendor information and pricing when necessary. Submitting orders for various software licenses through the Office of Software Licensing Kivuto software licensing portal. The Executive Assistant will assist Dr. Karlawish during his spring MPH class with access and knowledge of Canvas software to upload class syllabus and various documents for weekly class readings. Will also assist in preparing for midterm and final examinations. CV Management for Co-Directors requiring experience using the Faculty Expertise Database (FEDS). A close relationship with the Geriatric Medicine and Neurology Business Offices is required. The Executive Assistant must have sufficient knowledge of organization, judgment, and self-confidence to enable him/her to act independently in the absence of direction related to setting priorities and on the spot decisions. This role will be required to anticipate all needs and expectations of the Co-Directors and Leadership team. This position requires strong interpersonal skills, diplomacy and accuracy to meet deadlines in a fast-paced environment. They must be able to build relationships with faculty and staff both internal and external. Must be a strategic thinker and self-starter, takes initiative, ability to prioritize workload, flexibility to adapt to continual changes and demands and interruptions throughout the day, complete assignments with little direction, know when to seek guidance and ask the right questions, adhere to deadlines and possess the ability to interact with all levels of faculty, staff, donors, patients, corporate sponsors and prospective donors with confidentiality and discretion

Requirements

Bachelor of Arts, Bachelor of Science, and 3 to 5 years of experience or equivalent combination of education and experience is required.
Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, Teams), Adobe Acrobat Pro, Zoom, and Concur is required.
The ideal candidate will have exceptional written and verbal communications skills, strong interpersonal skills, and the ability to navigate their environment with professionalism and discretion.
The ability to manage multiple, complex projects simultaneously.
Strong organizational skills, attention to detail, independent problem-solving ability and a proactive, collaborative mindset are critical for success in this role.

Nice To Haves

Ten or more years of experience supporting senior leadership is strongly preferred.
Proficiency with BEN Financials is strongly preferred.
Working knowledge of PennBox, 25 Live Conference Booking System, Canvas, OSL Ordering (Kivuto), Faculty Expertise Database (FEDS), and Infor XM Expense Reimbursement is preferred.

Responsibilities

Manage high-volume and complex meeting and travel schedules; coordinate all travel arrangements, coordinate internal meetings for both Co-Directors and assist in scheduling meetings for the Leadership team
Act as the liaison with external and internal constituencies on behalf of the Co-Directors, keeping them apprised of issues and action items, prepare and format written correspondence with a high level of accuracy on behalf of the Co-Directors and team and ensuring that all written materials are prepared in a timely fashion; manage multiple projects simultaneously while maintaining integrity to details.
Handle all travel related reimbursements along with the timely payment, tracking, and inputting of reimbursements for various monthly and yearly non-PO related memberships, subscriptions, and miscellaneous purchases for PMC and Co-Directors in both Concur and Infor systems following both Geriatrics and Neurology departmental policies and justifications as required.
Assist in event planning including vendor selection, price quotes, Purchase Order processing, and day of event assistance as needed.
Process all research, communication, computer hardware/accessories, and office supplies for the Center including creating purchase orders, track requests, and compile data for any reports as needed.
Preparing order requests for Purchasing, receive proper approvals, identify and deliver orders when received, organize, stock, and maintain all office and beverage supplies.
Place orders through BEN Financials Purchasing for catalog and non-catalog items.
Assist in placing all departmental orders and in obtaining vendor information and pricing when necessary.
Submitting orders for various software licenses through the Office of Software Licensing Kivuto software licensing portal.
Assist Dr. Karlawish during his spring MPH class with access and knowledge of Canvas software to upload class syllabus and various documents for weekly class readings. Will also assist in preparing for midterm and final examinations.
CV Management for Co-Directors requiring experience using the Faculty Expertise Database (FEDS).
Any other miscellaneous duties as required.

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.
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.