EXEC ASSISTANT A

Location
Philadelphia
Posted
Aug 03, 2017
Executive Administration Jobs
Other Executive Administration
Institution Type
Four-Year Institution

Duties: The Executive Assistant provides executive-level support to the Dean of Penn Engineering and his leadership team. Requiring a high level of independent judgement and skillful task management, daily responsibilities include but are not limited to managing the Dean's multiple complex online calendars; coordinating and scheduling appointments and complex meetings; providing timely and accurate notification of final schedule details to all meeting participants and providing appropriate background documentation in advance of all meetings; working closely and effectively with the Dean to keep him well informed of upcoming commitments and responsibilities; keeping track of the Dean's frequent speaking commitments and compiling all necessary data and information to prepare him for these commitments; making complex, multi-leg domestic and international travel arrangements and corresponding itineraries; processing timely and accurate travel and entertainment reimbursements using Concur; and acting as a liaison for the Dean with internal and external constituents and performing additional duties as assigned.

The Executive Assistant reports directly to the Dean and works closely with the Dean's Director of Administrative Operations in coordinating activities and special projects in support of the Dean' strategic goals.

Qualifications: A Bachelor's Degree with 3-5 years progressively responsible administrative experience or equivalent combination of education and experience. This position requires a high level of initiative, independent judgment and organizational savvy with the capacity to handle sensitive and confidential information with tact and diplomacy, prioritize conflicting needs and make reasonable decisions in the absence of direction.

Skills essential for success in this role include: superior people skills, a strong customer service orientation, a commitment to continuous improvement and excellence, demonstrated ability to simultaneously work under pressure, prioritize assignments, manage multiple tasks and proactively anticipate the needs of the Dean.

Applicant should be a team player, understand the importance of strict confidentiality requirements, strongly detail-oriented, have demonstrated proactive approaches to problem-solving with strong decision-making capabilities, have outstanding oral and written communication skills with the ability to compose and edit a variety of correspondence and proven competence creating and editing PowerPoint presentations, including the generation of charts and graphs using data sets. Flexibility and comfort with working in a large open office essential.

Excellent computer skills in MS Office, including Word, Excel, and PowerPoint required. Knowledge of University systems, policies and procedures is highly desired.

Occasional early morning, evening and weekend hours required.

Reference Number: 13-26512

Salary Grade: 027

Employment Type: Exempt

Org: SEAS Office of the Dean

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