Executive Assistant A
About The Position
The Department of Neurology in the Perelman School of Medicine has over 230 full time faculty (clinicians and full-time researchers) and 16 divisions that serve both adult and pediatric neurology patients. The Department is seeking an Executive Assistant that provides high-level support to the Chair of the Department of Neurology, handling a variety of complex and confidential tasks to ensure the efficient operation of the Chair’s office. The Executive Assistant also provides advanced and expert-level support to the Chair by managing their time and priorities with meticulous calendar management, drafting and editing correspondence, and compiling background information on priority issues and projects. The Executive Assistant will also maintain and process reimbursements and maintain annual committee memberships. This individual serves as a liaison to internal and external constituents and is the first point of contact for the Chairs Office to internal and external visitors. The Executive Assistant effectively collaborates with individuals at all levels of the organization including senior leaders of the School of Medicine and University of Pennsylvania Health System.
Requirements
- Bachelor of Arts, Bachelor of Science, and 3 to 5 years of experience or equivalent combination of education and experience is required.
Responsibilities
- Provide high-level administrative support.
- Create invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
- Manage and maintain schedules
- Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
- Make travel arrangements for executives/ senior leaders
- Answer phone calls and messages and direct calls/emails to appropriate parties or take messages
- Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
- Organizes, facilitates and supervises all activities of the assigned office; makes autonomous decisions with respect to the senior leader's time commitments; strategically organizes the priorities relative to his/her schedule; responds on the leader's behalf to numerous internal and external inquiries while making independent decisions about which opportunities the leader should pursue, and defines the scope of work for proposed activities related to the senior leader
- Project management: The executive assistant will provide smooth and efficient management of complex projects
- Oversight of department website (liaising with PSOM and Health System marketing), social media accounts
- Support of department Vice Chairs on strategic chair-related projects
- Manages, plans, and coordinates the implementation of all activities for the Office
- Coordinate and arrange important meetings
- Other duties as assigned
Benefits
- excellent healthcare
- 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
- Health, Life, and Flexible Spending Accounts
- comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits
- flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars
- exceptional tuition benefits
- tuition assistance here at Penn
- tuition assistance at other institutions for dependent children
- generous retirement plans
- Penn’s Basic, Matching, and Supplemental retirement plans
- save for retirement on a pre-tax or Roth basis
- wide variety of investment options through TIAA and Vanguard
- substantial amount of time away from work
- Long-Term Care Insurance
- wellness and work-life resources
- Professional and Personal Development
- access to a wide range of University resources as well as cultural and recreational activities
- Discounts and Special Services
- great deals for University faculty and staff
- free and discounted admission and memberships to faculty and staff at Penn arts and cultural centers and museums
- substantial savings on other goods and services
- Flexible Work Hours
- Penn Home Ownership Services
- Adoption Assistance
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What This Job Offers
Job Type
Full-time
Career Level
Executive
