Executive Assistant and Administrative Officer

About the role

The Executive Assistant and Administrative Officer provides high-level executive administrative support to the Vice Provost and Associate Vice Provost for Global Initiatives and develops and manages internal and external programming and special projects to drive engagement and rebuild and strengthen global networks. The role serves as a touch point for all Penn Global division directors, streamlines information and activities, and fosters a positive and inclusive work environment that promotes employee engagement, satisfaction, and retention. The Administrative Officer supports key administrative matters, manages efficient and effective operations of the Office of the Vice Provost for Global Initiatives, anticipates needs and issues, and builds and maintains relationships with faculty, staff, and university partners. The position oversees highly sensitive and confidential information, exercising sound judgment, discretion, and interpersonal savvy.

Responsibilities

• Event Management: Develop strategy and implement logistics for convenings hosted by the Penn Global Initiatives team and Penn Global–wide activities, including Town Halls, staff development and engagement opportunities, recurring stakeholder meetings with campus global leaders and faculty, signature student programs, and international forums. Responsibilities include defining goals and objectives with senior leadership, managing invitations and messaging, developing agendas and run-of-shows, scheduling venues, coordinating catering orders, décor and logistics, facilitating expenses and reimbursements, and partnering with Global Initiatives staff and campus partners on other event details.
• Executive Administration: Support the Vice Provost and Associate Vice Provost by managing complex schedules and travel arrangements (domestic and international), organizing and preparing meeting itineraries, materials and briefings, managing internal communications and shared email accounts, developing high-level correspondence, hosting visitors, and processing expenses, orders, and reimbursements.
• Promote a positive and inclusive work environment: Foster an inclusive environment that promotes employee engagement, satisfaction, and retention; develop programs and initiatives to support diversity, equity, inclusion and belonging; design and elicit feedback through employee surveys, focus groups, and engagement programs to support continuous quality improvement.
• Special Projects: Manage special projects and ad hoc events as assigned to the Global Initiatives portfolio by the President and Provost Offices.
• Executive Hiring: Manage executive-level hiring for Penn Global, including communicating with candidates, organizing travel and accommodations for on-campus interviews, coordinating interview schedules, serving as a liaison between candidates and the search committee, developing and distributing rubrics, collecting feedback for Human Resources, supporting managers with onboarding, and hosting annual Penn Global New Hire Orientation.
• Guests and Visitors: Develop and implement logistics for guests and visitors traveling to the Penn Global office or participating in Penn Global Initiatives programming abroad, including partner universities, foreign delegations, dignitaries, guest speakers, and visiting faculty. Responsibilities include coordinating travel and accommodations, managing communications and outreach, developing itineraries and talking points, processing expenses and reimbursements, and serving as a liaison between Penn departments, schools, and guests.
• Purchasing and Acquisition: Support the Vice Provost, Associate Vice Provost, and the Global Initiatives team in utilizing the Ben Buys system, University Pro-Card, University Meeting Card, and purchase order systems; serve as liaison between the Penn Global Business Office and suppliers.
• Graduate Student Assistant: Co-manage a Global Initiatives Graduate Student Assistant for 10 hours per week.
• Perform other duties and responsibilities as assigned.

Requirements

• Bachelor’s degree and 3 to 5 years of administrative support experience inclusive of direct support for an executive leader, or an equivalent combination of education and experience.
• Strong organizational skills and advanced knowledge of computer software including Outlook, Word, and Excel.
• Knowledge of PowerPoint and Adobe strongly preferred.
• Demonstrated experience with digital communications, preferably in website and social media content.
• Strong interpersonal skills and the ability to proactively problem solve.
• Excellent customer service, oral and written communications skills; strong organizational skills; knowledge of Penn and Penn systems preferred.

Pay

$65,628.00 – $75,000.00 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; flexible spending accounts for eligible health care and dependent care expenses with pre-tax dollars.
• Tuition: Tuition assistance for employees, spouses, and dependent children at Penn; dependent children are also eligible for tuition assistance at other institutions.
• Retirement: Basic, Matching, and Supplemental retirement plans with pre-tax or Roth options; investment choices through TIAA and Vanguard.
• Time Away from Work: Substantial paid time off for vacation, personal affairs, illness or injury, and family care.
• Long-Term Care Insurance: Coverage for long-term care services at home, in the community, or in a nursing facility; 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: Resources to advance personally and professionally.
• University Resources: Access to libraries, athletic facilities, arboretum, art galleries, museums, cultural centers, and discounted tickets to events.
• Discounts and Special Services: Savings on arts and entertainment, transportation, mortgages, cellular plans, movie tickets, and theme park admissions.
• Flexible Work Hours: Non-traditional work hours, locations, and/or job structures to promote work-life balance.
• Penn Home Ownership Services: Forgivable loan for eligible employees interested in buying or improving a home in West Philadelphia.
• Adoption Assistance: Reimbursement of qualified expenses for legal adoption of an eligible child, up to two adoptions per household.