Executive Assistant A

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Executive Assistant A

Job Profile Title

Executive Assistant A

Job Description Summary

The Executive Assistant A serves as the principal administrative and operational partner to the Executive Vice Dean and Senior Vice President for Academic Affairs. This position provides highly confidential executive support and manages the daily operations of the Executive Vice Dean’s Office in a complex academic medical center environment.

The Executive Assistant A functions as a trusted advisor and strategic coordinator, exercising independent judgment and discretion while managing competing priorities, facilitating communication across multiple constituencies, and ensuring efficient execution of the Executive Vice Dean’s responsibilities across faculty affairs, academic affairs, education, research, clinical operations, and institutional governance.

The position requires exceptional organizational ability, political acumen, professionalism, and the capacity to interact effectively with senior university and health system leaders, department chairs, faculty, trustees, external organizations, and government agencies.

Job Description

Executive Support and Strategic Calendar Management

• •Manage an exceptionally complex calendar involving institutional, health system, university, and external commitments.
• •Independently prioritize requests and make decisions regarding scheduling and allocation of executive time.
• •Anticipate and proactively address scheduling conflicts and competing priorities.
• •Coordinate domestic and international travel, including detailed itineraries and briefing materials.
• •Prepare and organize daily schedules, meeting materials, presentations, and background documents.

Leadership Communications

• •Draft, edit, and coordinate correspondence, reports, presentations, speeches, agendas, and briefing documents.
• •Serve as a primary liaison between the Executive Vice Dean and university, health system, and external stakeholders.
• •Facilitate communications with department chairs, center directors, executive leadership, faculty leaders, trustees, alumni, and external organizations.
• •Ensure timely follow-up on executive communications and action items.

Governance and Committee Support

• •Coordinate activities related to major faculty governance and leadership committees.
• •Manage meeting logistics, agendas, supporting materials, and follow-up for senior leadership meetings.
• •Support institutional committees including faculty affairs, appointments and promotions, academic governance, and strategic planning activities.
• •Maintain confidential records and governance documentation.

Office Operations

• •Direct and coordinate daily operations of the Executive Vice Dean’s Office.
• •Maintain office procedures, records management systems, and administrative workflows.
• •Monitor and manage executive correspondence and shared communications channels.
• •Coordinate purchasing, reimbursements, expense reporting, and budget-related administrative activities.
• •Work collaboratively with PSOM, UPHS, and University administrative offices to ensure seamless operations.

Project Management

• •Manage special projects and strategic initiatives on behalf of the Executive Vice Dean.
• •Track milestones, deadlines, deliverables, and follow-up actions across multiple institutional initiatives.
• •Coordinate information gathering and preparation of materials for leadership decision-making.
• •Support implementation of initiatives related to faculty affairs, education, research, and organizational development.

Stakeholder and Relationship Management

• •Serve as the first point of contact for the Executive Vice Dean’s Office.
• •Develop and maintain effective working relationships with senior leaders across the University and Health System.
• •Coordinate visits by external reviewers, academic leaders, visiting scholars, and distinguished guests.
• •Represent the Office professionally and diplomatically with internal and external constituents.

Event and Meeting Management

• •Plan and coordinate leadership meetings, retreats, faculty events, and special programs.
• •Manage scheduling, logistics, communications, catering, travel arrangements, and meeting materials.
• •Coordinate high-profile institutional events involving senior university and health system leadership.

Confidential and Sensitive Matters

• •Handle highly sensitive personnel, academic, financial, governance, and institutional information with discretion.
• •Exercise sound judgment in managing confidential communications and sensitive organizational issues.
• •Maintain compliance with university and health system policies governing confidential information.

Supervision and Administrative Leadership

• •May provide direction and coordination for additional administrative personnel, temporary staff, or student workers.
• •Participate in continuous improvement initiatives to enhance office effectiveness and operational efficiency.
• •Contribute to fostering a professional, collaborative, and service-oriented office culture.

Required Qualifications

• •Bachelor's degree and 3yrs to 5yrs of experience or an equivalent combination of education and experience required.
• •Demonstrated experience supporting senior executives with substantial organizational responsibilities.
• •Exceptional organizational, interpersonal, and problem-solving skills.
• •Outstanding written and verbal communication abilities.
• •Advanced proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• •Ability to manage multiple priorities while maintaining attention to detail and accuracy.
• •Proven ability to exercise discretion, judgment, and confidentiality.

Preferred Qualifications

• •Experience in academic medicine or healthcare administration.
• •Five or more years of progressively responsible executive support experience, preferably in academic medicine, healthcare, or a similarly complex environment.
• •Knowledge of University of Pennsylvania and Penn Medicine administrative systems.
• •Experience supporting governance committees and senior leadership teams.
• •Familiarity with faculty affairs, academic affairs, or institutional governance processes.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$65,628.00 - $98,000.00 Annual Rate Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external