Executive Assistant to the Chief Advancement Officer, Wharton External Affairs

The Wharton School•Philadelphia, PA

13d•$65,628 - $80,000

About The Position

The Executive Assistant to the Chief Advancement Officer (CAO) of Wharton External Affairs provides high-level executive and administrative support to the CAO and helps ensure the smooth, effective day-to-day management of the CAO’s priorities and activities. Reporting directly to the CAO, the role 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. As a key liaison between the CAO and internal and external stakeholders, the Executive Assistant uses exceptional judgment, discretion, diplomacy, and professionalism in managing inquiries, requests, and sensitive or confidential matters. The role calls for a highly responsive, service-oriented approach and the ability to navigate competing priorities and scheduling challenges with tact and sound judgment, while ensuring colleagues and constituents feel valued and respected. The Executive Assistant contributes to a culture of service, collaboration, and excellence within Wharton External Affairs, working 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 regular business hours.

Requirements

Bachelor’s degree and 3–5 years of experience, or an equivalent combination of education and experience.
Professionalism, sound judgment, discretion, and integrity, including the ability to handle highly sensitive and confidential information and matters trustworthily.
Strong work ethic and commitment to excellence, with the ability to provide responsive, accurate, detail-oriented support in a fast-paced environment involving senior leaders and high-profile stakeholders.
Exceptional interpersonal, diplomatic, and relationship-management skills, including tact in sensitive situations and the ability to manage competing demands and communicate decisions or changes respectfully.
Excellent organizational and time-management skills, including the ability to anticipate needs, exercise initiative, manage changing priorities, and coordinate projects and deadlines accurately and reliably.
Excellent written and verbal communication skills and the ability to communicate professionally at all organizational levels and represent the office with a welcoming, polished, service-oriented approach.
Ability to manage complex executive scheduling and logistics, prioritize requests, and proactively identify and resolve scheduling conflicts and administrative challenges.
Strong technology skills, including proficiency with Microsoft Outlook, Word, Excel, and PowerPoint, and the ability to quickly learn and effectively use other administrative systems and technologies.
Ability to work independently and collaboratively, remain adaptable and composed in a changing environment, and contribute as a team member in support of events, activities, and 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

Provide high-level executive and administrative support to the Chief Advancement Officer (CAO) and help manage the CAO’s day-to-day priorities and activities.
Manage the CAO’s complex and frequently changing calendar; coordinate meetings and engagements; prioritize requests and proactively resolve scheduling conflicts.
Coordinate extensive domestic and international travel arrangements and executive-level logistics.
Anticipate the CAO’s needs, manage competing demands, and facilitate the effective flow of information and activities.
Serve as a key point of contact and liaison between the CAO and senior faculty and administrators, alumni, donors, and other internal and external stakeholders.
Manage inquiries, requests, and sensitive or confidential matters with judgment, discretion, diplomacy, and professionalism.
Work across Wharton External Affairs to support the CAO’s priorities and the broader goals of External Affairs.
Contribute to a culture of service, collaboration, and excellence.
Occasionally support events, programs, and other activities outside 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; dependent children may also receive tuition assistance at other institutions.
Basic, matching, and supplemental retirement plans, with pre-tax or Roth savings options and investment choices through TIAA and Vanguard.
Substantial time away from work during the year.
Long-term care insurance for faculty, staff, and eligible family members.
Wellness and work-life programs and resources.
Professional and personal development resources.
Access to University resources, including libraries, athletic facilities, cultural activities, and recreational facilities.
Discounts and special services, including arts, entertainment, transportation, and other goods and services.
Flexible work options and hours.
Forgivable home ownership loan for eligible employees buying a home or currently residing in West Philadelphia, usable for closing costs or home improvements.
Adoption expense reimbursement for eligible employees, for up to two adoptions in the household.