Executive Assistant II

About the role

The Executive Assistant II provides high-level administrative support to the Vice Dean of Educational Affairs, serving as the central coordinator for the Office of Educational Affairs, which oversees 14 divisions supporting the student experience from admissions through commencement. This grant‑funded position is contingent upon continued availability of funds and is located in University City, Philadelphia, PA.

Responsibilities

• Manage short- and long-term calendar planning, exercising independent judgment about multiple demands on the Vice Dean’s time and coordinating planning among executive assistants and leadership teams of the Dean’s Office, Office of Faculty, Office of Research, etc.
• Coordinate strategic planning among leadership and administrative teams of the 14 divisions within the Office of Educational Affairs (including additional divisions joining from GSBSPS and Elkins Park campuses).
• Assist internal and external constituents with inquiries on behalf of the Vice Dean.
• Identify issues requiring the Vice Dean’s direct attention and redirect others that can be addressed by appropriate staff; follow up to ensure resolution.
• Obtain and provide the Vice Dean with materials for scheduled meetings and presentations, including document preparation and meeting logistics to ensure efficient meetings.
• Perform general administrative, clerical, and back‑up support for team members and other office functions.
• Update the Vice Dean’s CV and speaking engagement list regularly.
• Draft letters and other short messages for the Vice Dean.
• Coordinate the Faculty Evaluation process: set up meetings between faculty and the Vice Dean, maintain evaluation records in coordination with the Office of Faculty Affairs.
• Coordinate collection and dissemination of data and reports with the Senior Director of Administrative Services.
• Assist with event setup and planning led by the Vice Dean, including student milestone events.

Qualifications

• Minimum of a Bachelor's Degree or equivalent combination of education and work experience.
• Minimum of 5‑7 years of high‑level experience supporting C‑suite executives.
• Detail‑oriented.
• Proficient communication skills.
• Proficient Microsoft Office skills (including Teams and SharePoint).
• Highly organized.
• Confidentiality and discretion.
• Interpersonal effectiveness.
• Physical demands: typically sitting at a desk/table; typically standing and walking.

Pay

This is an Exempt, grade L position. The compensation range for this grade is $69,070.00 to $103,600.00 per year; the actual offer will vary based on qualifications, experience, department budget, and internal equity review.