Executive Assistant to the Dean of the Wharton School

The Wharton School•Philadelphia, PA

1d•$77,330 - $95,000•Onsite

About The Position

The Wharton School of the University of Pennsylvania, founded in 1881, is a leading global business school with campuses in Philadelphia and San Francisco. It has over 850 staff, more than 235 faculty, and serves thousands of students across various programs. Wharton also offers Executive Education programs and boasts a powerful global alumni network. The school fosters a dynamic community of staff with diverse skills and experiences. This role, reporting to the Dean and the Chief of Staff and Associate Dean, provides proactive and professional executive-level support for the Dean of the Wharton School.

Requirements

A bachelor's degree and 5-7 years of relevant experience, or equivalent combination of education and experience.
Demonstrated ability to provide polished, proactive support to a senior executive in a complex, fast-paced organization, exercising sound judgment and anticipating needs, priorities, and potential challenges.
Exceptional organizational and time-management skills, with the ability to strategically manage a highly complex calendar, prioritize competing demands, and respond effectively to changing circumstances.
Strong interpersonal and relationship-management skills, including the professionalism, diplomacy, and confidence necessary to engage effectively with senior leaders, trustees, donors, alumni, and other prominent internal and external constituents.
Excellent written and verbal communication skills, with demonstrated ability to draft and edit executive-level correspondence, presentations, briefing materials, and other communications with careful attention to content, tone, and audience.
Proven ability to exercise discretion and maintain the highest degree of confidentiality when managing sensitive information, complex issues, and high-level institutional matters.
Demonstrated skill in coordinating complex domestic and international travel, preparing detailed itineraries, managing logistics across multiple parties, and completing expense reconciliation accurately and efficiently.
Strong analytical, problem-solving, and process-improvement capabilities, including proficiency with relevant office technologies and the ability to develop and implement administrative systems that improve efficiency, consistency, and effectiveness.

Responsibilities

Serve as the primary manager of the Dean's schedule, engaging with Penn and Wharton partners, and external individuals and organizations regarding academic, administrative, development, and other goals and priorities.
Strategically and proactively oversee, manage, and optimize the Dean's complex schedule and activities, anticipating and managing recurring and long-range commitments while responding to real-time needs and opportunities.
Vet and prioritize meeting requests and social invitations, coordinating with partner offices for appropriate planning, preparation, and follow-through.
Prepare and/or secure background materials for all meetings.
In partnership with the Chief of Staff, represent the Dean to internal and external constituents, including the President's Office, Provost's Office, Secretary's Office, and other Penn and Wharton leadership, and members of Penn and Wharton boards.
Maintain and grow positive relationships with key alumni, donor prospects, and their staff who contact the Dean or the Dean's Office.
Manage complex domestic and international travel, including end-to-end arrangements for air, hotel, and ground transportation, partnering with external travel agencies, and preparing expense reports.
Develop and improve administrative processes across the Dean's Office, including use of technology to improve efficiency and performance, and ensure consistent and effective application of processes.
Work closely with other Dean's Office and Deputy Dean's Office colleagues on decision-making processes, providing recommendations and handling responses to inquiries or routing to appropriate resources.
Handle highly confidential and sensitive information/issues and analyze/resolve situations accurately and promptly in a discreet and professional manner.
Collaborate with the Chief of Staff, Dean's Office team, and other Wharton offices on communications from the Dean, including emails, letters, memos, presentations, and other communication pieces.
Write and/or edit professional correspondence and presentations, working in collaboration with the Dean and the Chief of Staff on the development of content, tone, and messaging.

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 investment choices through TIAA and Vanguard.
Substantial time away from work for relaxation, vacation, personal affairs, illness, or family time.
Long-Term Care Insurance through Genworth Financial for faculty, staff, and eligible family members.
A variety of programs and resources to support health, family, and work-life balance.
Resources for professional and personal development.
Access to a wide range of University resources, cultural activities, and recreational facilities.
Discounts and special services on arts, entertainment, transportation, mortgages, goods, and services.
Flexible work options including non-traditional work hours, locations, and/or job structures.
Forgivable loan for eligible employees interested in buying a home or residing in West Philadelphia.
Adoption assistance for eligible employees for qualified expenses related to legal adoption.