Executive Assistant for the Vice President of Development and Alumni Relations

Details

Posted: 27-Mar-24

Location: Philadelphia, Pennsylvania

Type: Full-time

Salary: Open

Categories:

Executive
Provost/Vice President

Internal Number: 5134025

Executive Assistant for the Vice President of Development and Alumni Relations
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 for the Vice President of Development and Alumni Relations
Job Profile Title
Executive Assistant A
Job Description Summary
The Office of the Vice President for Development and Alumni Relations team supports and informs the office's day-to-day operations, as well as the VP's efforts to set DAR's strategic course in partnership with colleagues across Penn. The VP Office team consists of the Vice President, the Chief of Staff and AVP of DAR Diversity Initiatives, the Executive Assistant, and the Program Coordinator.
The Executive Assistant to the Vice President of Development and Alumni Relations reports directly to the Chief of Staff and works directly with the Vice President. They are responsible for the smooth execution of the VP's day-to-day schedule and administrative workflow, which includes such diverse duties as scheduling and calendar management, collecting information for meeting preparation, making travel arrangements, completing expense reports, and more. The Executive Assistant is the liaison for the VP who regularly interacts with both internal and external senior level constituents. As such, the EA must be able to engage with these audiences comfortably and fluently on the VP's behalf.
The Executive Assistant will have the ability to pivot when priorities shift unexpectedly, attention to detail, a sense of humor, and equanimity while working in a fast-paced environment, as well as a willingness to be available should time sensitive needs arise outside of normal working hours.
Job Description
Job Responsibilities

• Manage and maintain the VP's complex, short- and long-term calendar. Troubleshoot and resolve scheduling conflicts independently, keeping impacted persons up to date.
• In consultation with the VP and/or Chief of Staff, facilitate decisions with respect to the VP's time commitments; and strategically organize the priorities relative to his schedule. Respond on VP's behalf to numerous internal and external inquiries re: which opportunities the VP should pursue in consultation with the COS as needed.
• Bring time sensitive issues to the VP with ample time to manage each request. Conduct background research and compile data, statistics, and other necessary information.
• Compile background materials in a timely manner to ensure VP is fully prepared in advance for all meetings/events.
• Partner with Program Coordinator to coordinate external prospect visits and obtain briefings.
• Provide high-level administrative support. Create invoices, purchase orders, reports, memos, letters, financial statements, and other documents, using all available office technologies including multiple virtual meeting platforms [question: would they be asked to pull reports out of SF? If so, make note of the use of department's CRM, SF]. Manage VPs mail and maintain office records and supplies .
• Make/manage VP's travel arrangements, coordinate, and draft/confirm itineraries.
• Process/manage VP's expenses/reimbursements.
• Answer phone calls and messages and direct calls/emails to appropriate parties or take messages, follows up as needed.
• Communicate with people outside the organization, represent the organization to donors/prospects/friends, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
• Project management: The executive assistant will provide smooth and efficient management of short- and long-term complex projects.
• Manage, plan and coordinate the implementation of all activities for the Office; oversee the VP's office suite, ensuring all equipment is functioning and equipped with supplies for daily operations.
• Prepare and distribute various materials, compose correspondence for signature, proofread correspondence and other material, and maintain detailed electronic filing systems.
• Draft emails and other short texts for the VP in a manner consistent with the tone and messaging of overall routine correspondence; independently prepare a wide range of documents.
• Assist in coordination of VP s office special projects, meetings, and events as assigned. Provide back-up support for other office functions as needed.
• Assist the Chief of Staff with office management. Suggest improvements to existing processes and procedures and take charge of implementing improvements, as necessary.
• Schedule meetings for the Chief of Staff, AVP of DARDiversity Initiatives.
• Process Chief of Staff's expenses as needed.
• Other duties and responsibilities as assigned.

Qualifications:

• A bachelor's degree and 3 to 5 years of progressively responsible experience in executive assistant or comparable administrative positions or equivalent combination of education and experience is required, 5 to 7 years of experience is strongly preferred. Experience in support of senior-level leadership preferred.
• Ability to work both independently and as part of a close-working team in a fast-paced, executive-level setting requiring initiative, strong organization, flexibility, and the prioritization of multiple demands. Thorough knowledge of office procedures. Ability to take a broad view of existing procedures to determine what is working efficiently and what issues need attention and to recommend and implement improvements.
• Outstanding oral and written communication skills. Strong attention to detail. Ability to exercise diplomacy, tact, and judgment in interacting with a wide range of constituents at varying levels of an organization. Demonstrated experience in handling confidential information with discretion.
• Proficiency with Microsoft Office suite (Word, Excel, and PowerPoint), other office products as needed and Outlook calendar programs required, as well as other online platforms, e.g., Teams and Zoom. Ability to query databases and use web content management systems preferred. Willingness to learn and apply new technologies as needed.
• Knowledge of Penn or experience in a university setting strongly preferred.

Job Location - City, State
Philadelphia, Pennsylvania
Department / School
Development and Alumni Relations
Pay Range
$51,824.00 - $85,000.00 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, 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: https://www.hr.upenn.edu/PennHR/benefits-pay
To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/FMC-Tower-Development/Executive-Assistant-for-the-Vice-President-of-Development-and-Alumni-Relations_JR00088026-1
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About University of Pennsylvania
Penn has a long and proud tradition of intellectual rigor and pursuit of innovative knowledge, begun by Benjamin Franklin in 1740. That tradition lives today through the creativity, entrepreneurship, and engagement of our faculty, students, and staff. Academic life at Penn is unparalleled, with an undergraduate student body of 10,000 from every U.S. state and around the world. The entering class of 2015 is the most talented and diverse in Penn's history. Consistently ranked among the top 10 universities in the country, Penn welcomes an additional 10,000 students to our top-ranked graduate and professional schools.
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