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Executive Assistant, Morris Arboretum & Gardens

University of Pennsylvania
Morris Arb-Flourtown

Job Details

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, Morris Arboretum & Gardens

Job Profile Title

Executive Assistant A

Job Description Summary

The Executive Assistant (EA) provides high-level administrative support to the Executive Director (ED) at Morris Arboretum & Gardens. The EA is responsible for managing and maintaining complex calendars and schedules, coordinating internal and external meetings, events, and travel arrangements. Additionally, the EA serves as a liaison between internal and external constituents, including Morris staff, University leadership, the Morris Advisory Board, donors, and professional collaborators. Their duties include compiling agendas and materials for meetings, preparing reports and presentations, proofreading correspondence, and managing policy and procedure documents overseen by the ED. Furthermore, the EA takes the lead on specific strategic projects as determined by the ED.

Job Description

Job Responsibilities

  • Manage short- and long-term calendar planning, identifying, and resolving scheduling conflicts. Independently make informed decisions regarding Executive Director’s (ED’s) priorities and time commitments. Manage all travel arrangements and develop related materials.

  • Represent the ED to the Morris/University community and external stakeholders. Manage all email and phone inquiries. Recommend to ED opportunities/requests the ED should pursue.

  • Plan and coordinate meetings and events, primarily those involving the Advisory Board as well as internal staff. Draft and distribute agendas, attend meetings, and take notes, draft and disseminate meeting minutes; follow up on action items to ensure timely completion.

  • Plan, lead, and manage moderately complex projects as needed. Coordinate support of ad hoc ED activities, such as search committees and events.

  • Prepare complex materials, presentations, agendas, and correspondence.

  • Oversee operations of the Office of the Director. Develop and improve workflows to improve efficiency and accuracy of operations. Oversee management and dissemination of Office and University-wide policies and relevant information.

  • Manage Directors Office files and documents, including sensitive and confidential materials. Ensure all relevant documentation is complete, accurate, accessible, and up to date.

  • Support ED in managing department finances and budgets. Process reimbursement requests for Office activities as well as those submitted other staff requiring ED's signature.

  • Participate in Arboretum-wide events, exhibitions, and group projects, when required.

  • Work collaboratively with all internal departments to fulfill the Arboretum mission and accomplish its strategic goals.

  • Other duties and responsibilities as assigned by the ED.


  • Bachelor's degree, required. Plus 3 to 5 years professional experience in an administrative support role, with progressively responsible experience.

  • Broad experience with the Microsoft suite of applications (Word, Excel, Power Point, Outlook), Adobe Acrobat.

  • Highly organized, proactive, attentive to detail and able to manage multiple competing projects and priorities simultaneously.

  • Strong interpersonal skills, both verbal and written.

  • Ability to work cooperatively with diverse set of constituencies of all ages and backgrounds is essential.

  • Strong customer service orientation.

  • Adaptability and flexibility to meet changing organizational needs.

  • High ethical standards and a commitment to confidentiality and integrity.

  • Experience in a cultural non-profit or university environment a plus.

About the Morris Arboretum & Gardens

The Morris Arboretum & Gardens of the University of Pennsylvania inspires an understanding of the relationship between plants and people through education, research, and horticultural display.

Located in the Northwest section of the city, the Morris Arboretum is a destination for plant lovers from Philadelphia and beyond. The Arboretum is home to a collection of more than 13,000 woody plants and host to special and educational events. A hub for botany, horticulture, and urban forestry, the Morris Arboretum is a special part of Penn. More information can be found here: Morris Arboretum & Gardens of the University of Pennsylvania

Job Location - City, State

Lafayette Hill, Pennsylvania

Department / School

Morris Arboretum

Pay Range

$51,824.00 - $77,000.00 Annual RateSalary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

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.

University Benefits

  • Health, Life, and Flexible Spending Accounts: 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.

  • Tuition: 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.

  • Retirement: 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.

  • Time Away from Work: 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.

  • Long-Term Care Insurance: 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.

  • Wellness and Work-life Resources: 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.

  • Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

  • University Resources: 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.

  • Discounts and Special Services: 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 Hours: 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 Home Ownership Services: 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.

  • Adoption Assistance: 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.

To learn more, please visit:


Welcome to the University of Pennsylvania! Penn is the largest private employer in Philadelphia and is a world-renowned leader in education, research, and innovation.  

Across our 12 highly-regarded schools, more than 25,000 students, and more than 4,000 faculty members, we become one university: a wide-ranging, ever-changing community that draws its strength from a multitude of races, ethnicities, genders, sexual orientations, historical traditions, ages, religions, disabilities, veteran status, interests, perspectives, and socioeconomic backgrounds. 

Penn carries on the principles and spirit of its founder, Benjamin Franklin: entrepreneurship, innovation, invention, outreach, and a pragmatic love of knowledge. Franklin's practical outlook has remained a driving force in the university's development. To learn more, visit About Penn



As engines of knowledge and new ideas, universities have the unique potential to define the future rather than be defined by it; to pioneer change rather than merely manage it. To do so requires a plan both visionary and pragmatic. The Penn Compact 2022 motivates community members to innovate, be radically inclusive, and positively impact their local, national, and global communities. 


Penn’s fundamental priorities — increasing access, integrating knowledge and engaging locally, nationally and globally — are supported by the three core values that make us uniquely Penn: inclusion, innovation, and impact. 


Learn about the signature initiatives of the Penn Compact 2022:  




Understanding and appreciating diversity is one of Penn's most important priorities and is fundamental to success in today's world. 


Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class. 


To learn more about Diversity and Inclusion at Penn visit: 




Penn offers a wide range of benefits and perks - from Penn's retirement Matching Plan to bike repair stations to access to the full LinkedIn Learning library to adoption assistance to workshops at the letterpress and book arts studio and much more! 


Campus and Beyond


We invite you to explore our campus and its stately buildings and state-of-the-art facilities. 


Try our self-guided tour! Come and visit


Learn about sustainability at Penn




Stay up-to-date with Penn's response to COVID-19: Coronavirus Information & Resources


Penn supports news publications that tell the ongoing story of the University community, communications services for external media, telephone and video services, and other media resources: Campus Media 


Connect with us!  


Instagram: @uofpenn 

Twitter: @Penn 



Company info
(215) 898-7372
3451 Walnut Street

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