Executive Assistant to the Chief Advancement Officer, Wharton External Affairs

The Wharton School•Philadelphia, PA

1d•$65,628 - $80,000•Onsite

About The Position

The Executive Assistant provides high-level support to the Chief Advancement Officer, managing complex scheduling, travel, executive activities, and coordination of the CAO’s priorities in a fast-paced environment. The role also serves as a key liaison to senior internal and external stakeholders, requiring exceptional judgment, discretion, diplomacy, and a highly responsive, service-oriented approach. The Executive Assistant to the Chief Advancement Officer (CAO) of Wharton External Affairs (WHEA) provides high-level executive and administrative support to the CAO and helps ensure the smooth and effective day-to-day management of the CAO’s priorities and activities. Reporting directly to the CAO, the Executive Assistant manages complex priorities, coordinates executive-level activities, and serves as a key point of contact and liaison for senior faculty and administrators, alumni, donors, and other prominent internal and external stakeholders. The Executive Assistant manages the CAO’s complex and frequently changing calendar, coordinates meetings and engagements, and oversees extensive domestic and international travel arrangements. Working closely with the CAO, the position anticipates needs, prioritizes competing demands, and facilitates the effective flow of information and activities in a fast-paced and dynamic environment. Serving as a key liaison between the CAO and internal and external stakeholders, the Executive Assistant exercises exceptional judgment, discretion, diplomacy, and professionalism in managing inquiries, requests, and sensitive or confidential matters. The position requires a highly responsive and service-oriented approach, with the ability to navigate competing priorities and scheduling challenges with tact and sound judgment, while ensuring that colleagues and constituents feel valued and respected. The Executive Assistant contributes to a culture of service, collaboration, and excellence within WHEA, working effectively across the organization to support the CAO’s priorities and the broader goals of External Affairs. The position may occasionally provide support for events, programs, and other activities outside of regular business hours.

Requirements

Bachelor’s degree and 3-5 years of experience, or equivalent combination of education and experience, is required.
Demonstrated professionalism, sound judgment, and an exceptionally high level of discretion and integrity, with the ability to handle highly sensitive and confidential information and matters with complete trustworthiness.
Highly motivated and committed to excellence, with a strong work ethic and demonstrated ability to provide responsive, accurate, and detail-oriented support in a fast-paced environment involving senior leaders and high-profile internal and external stakeholders.
Exceptional interpersonal, diplomatic, and relationship-management skills, with the poise and tact to navigate sensitive situations, manage competing demands, and communicate decisions or changes in a manner that ensures colleagues and stakeholders feel valued and respected.
Excellent organizational and time-management skills, with demonstrated ability to anticipate needs, exercise initiative, manage complex and frequently changing priorities, and coordinate multiple projects and deadlines with a high degree of accuracy and follow-through.
Excellent written and verbal communication skills, with the ability to communicate professionally and effectively with individuals at all levels of an organization and represent the office with a welcoming, polished, and service-oriented approach.
Demonstrated ability to manage complex executive scheduling and logistics, exercise judgment in prioritizing requests, and proactively identify and resolve scheduling conflicts and other administrative challenges.
Strong technology skills, including proficiency with Microsoft Office applications such as Outlook, Word, Excel, and PowerPoint, and the ability to quickly learn and effectively use other administrative systems and technologies.
Demonstrated ability to work both independently and collaboratively, remain adaptable and composed in a changing environment, and contribute as a team member in support of events, activities, and broader organizational priorities.

Nice To Haves

At least 7 years of related experience is strongly preferred.
Experience supporting executives or senior administrators in a complex organization is strongly preferred.
Experience in a higher education environment is preferred.
Experience in fundraising, advancement, or alumni relations is highly desirable.

Responsibilities

Provides high-level executive and administrative support to the CAO.
Ensures the smooth and effective day-to-day management of the CAO’s priorities and activities.
Manages complex priorities, coordinates executive-level activities.
Serves as a key point of contact and liaison for senior faculty and administrators, alumni, donors, and other prominent internal and external stakeholders.
Manages the CAO’s complex and frequently changing calendar.
Coordinates meetings and engagements.
Oversees extensive domestic and international travel arrangements.
Anticipates needs, prioritizes competing demands, and facilitates the effective flow of information and activities.
Exercises exceptional judgment, discretion, diplomacy, and professionalism in managing inquiries, requests, and sensitive or confidential matters.
Contributes to a culture of service, collaboration, and excellence within WHEA.
Works effectively across the organization to support the CAO’s priorities and the broader goals of External Affairs.
May occasionally provide support for events, programs, and other activities outside of regular business hours.

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 potentially other institutions.
Generous retirement plans (Basic, Matching, and Supplemental) with pre-tax or Roth options and a variety of investment options.
Substantial time away from work for relaxation, vacations, personal affairs, illness, or family time.
Long-Term Care Insurance.
Wellness and Work-life Resources.
Professional and Personal Development resources.
Access to a wide range of University resources, cultural, and recreational activities.
Discounts on arts and entertainment, transportation, mortgages, goods, and services.
Flexible work options.
Penn Home Ownership Services (forgivable loan for eligible employees).
Adoption Assistance (reimbursement for qualified expenses).