Duties: The Executive Assistant in the Office of the University Secretary directly supports the Vice President and University Secretary and is responsible for providing high-level administrative support to the Vice President, and plays a central role in ensuring the smooth and efficient functioning of the office. Under limited supervision, perform advanced administrative support functions for the Vice President including: maintain calendar and schedule appointments; coordinate meetings; handle travel arrangements; coordinate advance materials in support of the Vice Presidents' schedule. Compile and/ distribute correspondence, memoranda, reports, and related materials; obtain signatures; monitor follow-up or response. Serve as the face of the office and interfaces regularly with departments and offices within the university. Maintain the highest level of professionalism in working with internal and external constituencies, including University leadership, trustees, volunteers, faculty, staff, and students.
Qualifications: A Bachelor's Degree and 3 years to 5 years of administrative experience, preferably with senior administrators or equivalent combination of education and experience is required.
Excellent written and oral communication skills and interpersonal skills.
Demonstrated experience in handling confidential information with discretion.
Excellent organizational skills, experience within a large, decentralized organization.
Ability to liaise with high-profile luminaries and celebrities.
Ability to succeed in taking long term projects from inception to completion.
Use substantial judgment, initiative, and critical thinking in performing duties as well as the ability to exercise diplomacy, tact, and judgment in interacting with a wide range of constituents at varying levels of an organization.
Knowledge of Penn or a similarly complex higher education environment is a plus.
Proficiency with Microsoft Office and Filemaker Pro required, Atlas database knowledge preferred. Proficiency in Concur a plus; overall high level of computer literacy required.
Ability to work both independently and as part of a diverse and close-working team in a fast-paced, executive-level setting requiring initiative, strong organization, flexibility, sound judgment, and the prioritization of multiple demands.
Thorough knowledge of office procedures including phone messages, scheduling, travel arrangements and reimbursements.
Strong attention to detail and accuracy in work performance while meeting deadlines.
Effective project management skills with multiple priorities.
Ability to maintain composure, effectiveness, and a pleasant demeanor under pressure.
Reference Number: 81-26266
Salary Grade: 026
Employment Type: Exempt
Org: Secretary's Office
Special Requirements: Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.
Job Family: A-General/Professional Administrative