Executive Assistant A

About the role

The Department of Neurology in the Perelman School of Medicine has over 230 full time faculty (clinicians and full-time researchers) and 16 divisions that serve both adult and pediatric neurology patients. The Department is seeking an Executive Assistant that provides high-level support to the Chair of the Department of Neurology, handling a variety of complex and confidential tasks to ensure the efficient operation of the Chair’s office.

Responsibilities

• Provide high-level administrative support.
• Create invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
• Manage and maintain schedules.
• Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
• Make travel arrangements for executives/senior leaders.
• Answer phone calls and messages and direct calls/emails to appropriate parties or take messages.
• Communicate with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
• Organize, facilitate, and supervise all activities of the assigned office; make autonomous decisions with respect to the senior leader's time commitments; strategically organize the priorities relative to his/her schedule.
• Respond on the leader's behalf to numerous internal and external inquiries while making independent decisions about which opportunities the leader should pursue, and define the scope of work for proposed activities related to the senior leader.
• Provide smooth and efficient management of complex projects.
• Oversight of department website (liaising with PSOM and Health System marketing), social media accounts.
• Support of department Vice Chairs on strategic chair-related projects.
• Manage, plan, and coordinate the implementation of all activities for the Office.
• Coordinate and arrange important meetings.
• Other duties as assigned.

Requirements

• Bachelor of Arts, Bachelor of Science, and 3 to 5 years of experience or equivalent combination of education and experience is required.

Pay

$65,628.00 – $70,000.00 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 market data for the job’s level. Internal organization and peer data at Penn are also considered.

Benefits

• Health, Life, and Flexible Spending Accounts: Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. Use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
• Tuition: Tuition assistance for you, your spouse, and your dependent children at Penn. Dependent children are also eligible for tuition assistance at other institutions.
• Retirement: Generous retirement plans including Basic, Matching, and Supplemental retirement plans with pre-tax or Roth options and a wide variety of investment choices through TIAA and Vanguard.
• Time Away from Work: Substantial time away from work during the year for relaxation, vacations, personal affairs, illness or injury recovery, or family time.
• Long-Term Care Insurance: Long-term care insurance to help cover costs of long-term care services received at home, in the community, or in a nursing facility. New hires who apply immediately avoid underwriting requirements; eligible family members must provide proof of good health and are subject to underwriting.
• Wellness and Work-life Resources: Programs and resources to support health, family, and work-life balance.
• Professional and Personal Development: Array of resources to advance personally and professionally.
• University Resources: Access to libraries, athletic facilities, arboretum, art galleries, museums, cultural centers, and recreational activities, often at no cost.
• Discounts and Special Services: Discounts on arts and entertainment, transportation, mortgages, new cars, cellular phone service plans, movie tickets, and theme park admissions.
• Flexible Work Hours: Creative approaches for completing work with balance between work and personal commitments, including non-traditional hours, locations, and job structures.
• Penn Home Ownership Services: Forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, usable for closing costs or home improvements.
• Adoption Assistance: Reimbursement of eligible 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.