Executive Assistant to the Vice President, Business Services

University of Pennsylvania

About The Position

The Executive Assistant provides high-level administrative and operational support to senior leadership within the Division of Business Services, supporting both the Vice President of Business Services and the Assistant Vice President of Residential & Hospitality Services. Reporting directly to the Chief of Staff for Business Services, this role supports the effective functioning of executive offices by managing schedules, coordinating meetings and events, and ensuring consistent administrative execution across leadership priorities. The Executive Assistant exercises sound judgment in managing competing requests, handling confidential information, and supporting executive workflows. While the Vice President’s priorities guide overall sequencing and responsiveness, the role ensures high-level administrative support to the Division of Business Services supporting continuity, coordination, and reliable execution of executive priorities. This position enables senior leaders to focus on strategy and decision-making by providing disciplined execution, organization, and follow-through.

Requirements

Bachelor’s degree and 3–5 years of progressively responsible experience providing executive-level administrative support, preferably in a complex organization or higher education environment, or an equivalent combination of education and experience is required.
Demonstrated ability to manage sensitive and confidential information with discretion and professionalism.
Strong organizational, interpersonal, and communication skills (written and verbal).
Proven ability to manage complex calendars, competing priorities, and high-volume requests.
Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook); experience with Concur and financial systems preferred.
Strong service orientation and ability to work effectively with diverse stakeholders.
Notary certification, or obtainment within 6 months of hire, is required.

Nice To Haves

Experience with Concur and financial systems preferred.

Responsibilities

Manage complex calendars for the Vice President and Assistant Vice President, prioritizing meetings, resolving conflicts, and sequencing engagements in coordination with the Chief of Staff.
Assess and triage requests for executive time, ensuring appropriate routing, preparation, and follow-up.
Coordinate domestic travel arrangements for senior leadership, including itineraries and related materials.
Manage incoming communications to executive offices, including phone, email, and written correspondence, determining appropriate disposition and escalation.
Support special projects and initiatives as assigned by the Chief of Staff, Vice President, or Assistant Vice President.
Anticipate administrative needs and recommend improvements to executive office workflows.
Perform other duties consistent with the scope of the role.
Process Concur approvals, reimbursement requests, and related transactions for senior leadership.
Utilize BEN Financials to process purchasing transactions and order goods and services at the request of the Vice President and senior leadership, serving as a backup resource for Business Services purchasing activities in accordance with established University and divisional policies.
Enter journal entries related to executive-owned items and coordinate deposits and supporting documentation in accordance with University procedures.
Maintain inventories, files, and confidential documentation supporting executive offices.
Support the day-to-day administrative operations of executive offices, ensuring organized workflows and timely execution.
Route materials requiring executive review or signature, coordinating with the Chief of Staff and senior leaders as appropriate.
Maintain organizational charts, divisional directories, office floor plans, and related records.
Track administrative information related to capital projects, initiatives, and executive priorities.
Serve as a Notary, as required.
Coordinate executive-level meetings, including those involving University leadership, trustees, and external stakeholders.
Support planning and execution of meetings, events, and engagements for both the Vice President and Assistant Vice President.
Prepare agendas, briefing materials, presentations, and background documents for executive meetings and events.
Serve as a point of contact between executive offices and internal and external constituents, representing the Division with professionalism and discretion.

Benefits

Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare.
You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.
In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
Penn provides an array of resources to help you advance yourself personally and professionally.
As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.
From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.