EXEC ASSISTANT A at University of Pennsylvania in Philadelphia, Pennsylvania

Job Description:

Duties: The Executive Assistant will provide executive level administrative support to the Department Chair, COO, and COS, anticipating and executing upon those needs. The EA will coordinate among management team members and within the organization on behalf of the executive team to align current activities with priorities. S/he will obtain and transmit information to executive team from within the organization to assist in furthering priorities, as well as filter communications of executive team and prioritize communications for executive review. S/he will serve as liaison between executives and faculty, administrators, and DOM, PSOM and UPHS staff and leadership, and leadership and staff of external entities. The EA will act as the point person for the department's large faculty, responding to various inquiries and resolving issues. The EA will work to execute the initiatives and maximize efforts of executives. S/he will manage incoming calls and email. The EA will manage and maintain complex calendars, schedule and arrange all associated details for large and small meetings and events, making decisions based on working knowledge of the responsibilities and priorities of the executives. Coordinate travel arrangements, develop various itineraries, and process expense reimbursements and payments. The incumbent will prepare and distribute various materials, compose correspondence for signature, proof correspondence and other material, and maintain filing systems. The EA will oversee administrative support staff to ensure the efficient operation of the Chair's Suite, which includes support staff of vice chairs and administrative leadership.

Qualifications: A Bachelor's Degree and 5 years to 7 years of progressively responsible related experience or equivalent combination of education and experience, as well as prior experience supporting a senior level executive are required. Project coordination and execution experience is required.


The Executive Assistant position requires a strong work ethic, professionalism, commitment to integrity, and a strict adherence to maintaining confidentiality when needed. A high degree of initiative is required, as is a proactive approach that anticipates the needs of executives. The EA must have a proven ability to work collaboratively and professionally with all levels of an organization, preferably an academic organization.


Exceptional attention to detail is necessary and the EA must be capable of balancing multiple tasks in a high-paced environment. The incumbent must be able to work independently, exercise initiative, as well as be a team player. S/he must possess the ability to make balanced decisions within the scope of responsibility, must be highly reliable and have the ability to handle sensitive, confidential, and challenging situations with tact and diplomacy. Must be a confident communicator with outstanding written and oral communication skills.

Reference Number: 40-30654

Salary Grade: 027

Employment Type: Exempt

Org: DM-Department of Medicine

Special Requirements:

Job Family: A-General/Professional Administrative