Executive Assistant and Administrative Officer
About The Position
The Executive Assistant and Administrative Officer is responsible for providing high-level executive administrative support to the Vice Provost and Associate Vice Provost for Global Initiatives and for developing and managing internal and external programming and special projects to drive engagement and rebuild and strengthen global networks. The Executive Assistant and Administrative Officer serves as a touch person for all Penn Global division directors, streamlining information and activities. The Executive Assistant and Administrative Officer oversees efforts to foster a positive and inclusive work environment that promotes employee engagement, satisfaction, and retention. The Administrative Officer provides support on key administrative matters, manages efficient and effective operations of the Office of the Vice Provost for Global Initiatives, anticipates needs and issues of importance, and builds and maintains relationships with faculty, staff, and university partners. The Administrative Officer oversees highly sensitive and confidential information, exhibiting sound judgment, discretion, and interpersonal savvy.
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, is 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.
- Excellent customer service, oral and written communications skills; strong organizational skills; knowledge of Penn and Penn systems preferred.
Nice To Haves
- Knowledge of PowerPoint, and Adobe strongly preferred.
- Demonstrated experience with digital communications, preferably in website and social media content, strongly preferred.
Responsibilities
- Develop strategy and implement logistics for convenings hosted by the Penn Global Initiatives team as well as Penn Global-wide activities, including Town Halls, staff development and engagement opportunities, reoccurring stakeholder meetings with campus global leaders and faculty, signature student programs, and international forums. Responsibilities include: defining goals and objectives in partnership with senior leadership, managing invitations and messaging, developing agendas and run of shows, scheduling venues, coordinating catering orders, décor and logistics, facilitating expenses and reimbursements, and partnering with Global Initiatives staff and campus partners on other event details.
- Support Vice Provost and Associate Vice Provost, on managing complex schedules and travel arrangements (both domestic and international), organizing and preparing meeting itineraries, materials and briefings, managing internal communications and shared email accounts, developing high-level correspondence, hosting visitors, and processing expenses, orders, and reimbursements.
- Foster a positive and inclusive work environment that promotes employee engagement, satisfaction, and retention. Develop programs and initiatives to support diversity, equity, inclusion and belonging. Develop and implement programs and initiatives to engage and retain employees. Design and elicit feedback through employee surveys, focus groups, and employee engagement programs to support a data-driven approach to continuous quality improvement.
- Manage special projects and ad hoc events as assigned to the Global Initiatives portfolio by the President and Provost Offices.
- Manage executive level hiring for Penn Global. Responsibilities include: communicating with candidates, organizing travel and accommodations for on-campus interviews, coordinating interview schedules, serving as a liaison between candidates and the search committee, developing and distributing rubrics, collecting feedback for Human Resources, supporting managers with onboarding, and hosting annual Penn Global New Hire Orientation.
- Develop and implement logistics for guests and visitors traveling to the Penn Global office or participating in Penn Global Initiatives programming abroad. Parties include; partner universities, foreign delegations, dignitaries, guest speakers, and visiting faculty. Responsibilities include; coordinating travel and accommodations, managing communications and outreach, developing itineraries and talking points, processing expenses and reimbursements, and serving as a liaison between Penn departments, schools, and guests.
- Support Vice Provost, Associate Vice Provost, and the Global Initiatives team in utilizing the Ben Buys system, University Pro-Card, University Meeting Card, and purchase order systems. Serve as liaison between the Penn Global Business Office and suppliers.
- Co-manage a Global Initiatives Graduate Student Assistant for 10-hours a week.
- Other duties and responsibilities as assigned
Benefits
- excellent healthcare
- tuition benefits for employees and their families
- generous retirement benefits
- wide variety of professional development opportunities
- supportive work and family benefits
- wealth of health and wellness programs and resources
- comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits
- flexible spending accounts
- tuition assistance
- generous retirement plans
- substantial amount of time away from work
- long-term care insurance
- wellness and work-life resources
- professional and personal development resources
- access to a wide range of University resources as well as cultural and recreational activities
- Discounts and Special Services
- Flexible Work Hours
- Penn Home Ownership Services
- Adoption Assistance
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
