Executive Assistant A

University of Pennsylvania Perelman School of Medicine

4d•$65,628 - $98,000

About The Position

The Executive Assistant A serves as the principal administrative and operational partner to the Executive Vice Dean and Senior Vice President for Academic Affairs. The role provides highly confidential executive support and manages the daily operations of the Executive Vice Dean’s Office in a complex academic medical center environment. Acting as a trusted advisor and strategic coordinator, the Executive Assistant exercises independent judgment and discretion while managing competing priorities, facilitating communication across multiple constituencies, and supporting the Executive Vice Dean’s responsibilities across faculty affairs, academic affairs, education, research, clinical operations, and institutional governance. The position requires exceptional organizational ability, political acumen, professionalism, and effective interaction with senior university and health system leaders, department chairs, faculty, trustees, external organizations, and government agencies.

Requirements

Bachelor's degree and 3–5 years of experience, or an equivalent combination of education and experience.
Demonstrated experience supporting senior executives with substantial organizational responsibilities.
Exceptional organizational, interpersonal, and problem-solving skills.
Outstanding written and verbal communication abilities.
Advanced proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
Ability to manage multiple priorities while maintaining attention to detail and accuracy.
Proven ability to exercise discretion, judgment, and confidentiality.

Nice To Haves

Experience in academic medicine or healthcare administration.
Five or more years of progressively responsible executive support experience, preferably in academic medicine, healthcare, or a similarly complex environment.
Knowledge of University of Pennsylvania and Penn Medicine administrative systems.
Experience supporting governance committees and senior leadership teams.
Familiarity with faculty affairs, academic affairs, or institutional governance processes.

Responsibilities

Manage a complex calendar involving institutional, health system, university, and external commitments; prioritize scheduling requests, address conflicts, and allocate executive time.
Coordinate domestic and international travel, including itineraries and briefing materials.
Prepare daily schedules, meeting materials, presentations, and background documents.
Draft, edit, and coordinate correspondence, reports, presentations, speeches, agendas, and briefing documents.
Serve as a primary liaison between the Executive Vice Dean and university, health system, and external stakeholders; facilitate communications and follow up on action items.
Coordinate faculty governance and leadership committees, including meeting logistics, agendas, supporting materials, follow-up, and confidential records.
Direct daily office operations and maintain procedures, records management systems, administrative workflows, and shared communications channels.
Coordinate purchasing, reimbursements, expense reporting, and budget-related administrative activities; collaborate with PSOM, UPHS, and University administrative offices.
Manage special projects and strategic initiatives, track milestones and deliverables, gather information, and support implementation across faculty affairs, education, research, and organizational development.
Serve as the first point of contact for the Executive Vice Dean’s Office and maintain effective relationships with University and Health System leaders.
Coordinate visits by external reviewers, academic leaders, visiting scholars, and distinguished guests.
Plan and coordinate leadership meetings, retreats, faculty events, special programs, and high-profile institutional events, including logistics, communications, catering, travel, and materials.
Handle sensitive personnel, academic, financial, governance, and institutional information discreetly and in compliance with applicable policies.
May direct and coordinate additional administrative personnel, temporary staff, or student workers; participate in continuous improvement and support a collaborative, service-oriented office culture.

Benefits

Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits.
Flexible spending accounts for eligible health care and dependent care expenses.
Tuition assistance for employees, spouses, and dependent children at Penn, and for dependent children at other institutions.
Basic, matching, and supplemental retirement plans with pre-tax or Roth savings options.
Substantial time away from work.
Long-term care insurance.
Wellness and work-life programs and resources.
Professional and personal development resources.
Access to University resources, libraries, athletic facilities, cultural activities, and recreational activities.
Discounts and special services, including arts, entertainment, transportation, and other goods and services.
Flexible work options and hours.
Forgivable home-purchase loan for eligible employees buying a home or residing in West Philadelphia, usable for closing costs or home improvements.
Adoption assistance reimbursement for eligible expenses, for up to two adoptions in the household.