59 Executive Assistant jobs in Chalfont
Executive Assistant
19133 Philadelphia, Pennsylvania
University of Pennsylvania
Posted 16 days ago
Job Viewed
Job Description
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
Job Profile Title
Executive Assistant A
Job Description Summary
Provide executive level administrative assistance support for the Chair, including management of Chair's calendar and travel, scheduling departmental meetings with appropriate preparation and background materials, and creating minutes/action plans. Serve as liaison between departmental faculty leaders and the development office and assist with preparation of communication strategies, proposals for donors, and development of marketing and communication materials such as newsletters, website content, brochures, and videos. Assist with outreach efforts for alumni and associated faculty, including engagement events and coordination with endowed lecture series. Assist with the preparation of correspondence, reports, documents and presentations for both internal and external audiences, including complex and sensitive communications. Serve as project coordinator and central point of contact for communication, change management, and organization of activities to support implementation of departmental strategic plans. Coordinate developmental learning and integration opportunities for faculty and administrative leaders, including training programs/events and annual retreats to enhance collaboration and increase organizational effectiveness within and across missions. Coordinate and staff departmental special events including memorial dinners and department holiday celebrations. Draft presentations for meetings with faculty and staff to outline strategic plans, progress and accomplishments, and key metrics. Develop and maintain dashboards and other communication tools to capture and communicate information against the department's tripartite mission
Job Description
Job Responsibilities
1. Provide executive level administrative support to the department Chair.
+ Manage Chair's calendar and all daily activities to ensure logistics are complete and Chair is provided with appropriate background documentation for all meetings.
+ Maintain discretion and confidentiality at all times in the performance of all responsibilities; recognize critical situations and inform appropriate personnel when necessary.
+ Assist with development and coordination of all meeting materials
2. Travel & Reimbursements for the Chair
+ Coordinate & Schedule travel for the Chair, including attendance at external national and international meetings and conferences, internal meetings and visits to other sites within Penn Medicine, and meetings/events with alumni, collaborators, and donors.
+ Prepare, submit and track travel reimbursements & requests for payment for Chair, this includes journal subscriptions and membership dues.
3. Coordination and Staffing of Departmental and Executive Level meetings
+ Organize and staff meetings & prepare minutes as appropriate, in a timely manner.
+ Ensures that all correspondence, written materials and appropriate documents are prepared in timely manner for review and distribution to meet all deadlines
4. Support development efforts for the department, in collaboration with the Development Office, including:
+ Working closely with the Vice Chairs, Program Directors, Core Directors, and with individual clinical and research faculty, maintain an understanding of the Department's key patient care and research programs and collaborate in developing communication strategies in support of development and marketing efforts.
5. Assist with creating proposals for donors, and developing marketing and communication materials to highlight the Department's academic and clinical achievements and community service efforts in a variety of formats such as newsletters, websites content, brochures, videos, and public relations announcements/press releases.
6. Coordinate site visits, donor events, and follow up communications, including professional interactions with prospective donors.
+ Develop and maintain strong relationships with alumni and associated faculty, including outreach efforts to ensure integration and engagement in endowed events such as dinners, luncheons, and galas in concert with existing events and lecture series such as the Hohenberg, Pillsbury, and Samitz Lectures as well as the Duhring grand rounds lecture series.
7. Assist with the preparation of correspondence, reports, documents and presentations for both internal and external audiences, including complex and sensitive communications at the request of the Chair or COO such as: the Annual Report to the Dean, departmental policies and standard operating procedures, and faculty recruitment/appointment/reappointment and award nomination letters.
8.Working under the direction of the Chair and COO, and with guidance from the Associate Director of Administration & Faculty Affairs, serve as project coordinator and central point of contact for communication (newsletter, website & social media), change management, and organization of activities to support implementation of departmental strategic plans.
9. Coordinate developmental learning and integration opportunities for faculty and administrative leaders, including training programs/events and annual retreats to enhance collaboration and increase organizational effectiveness within and across missions. Draft presentations for Chair and/or COO meetings with faculty and staff to outline strategic plans, progress and accomplishments, and key metrics.
10. Perform additional duties as assigned.
Duties
Provide administrative support to the department Chair, including:
+ Management of the Chair's calendar and all daily activities; ensure that all logistics are complete and that the Chair is provided with all appropriate background documentation for all meetings.
+ Schedule Departmental meetings with Chair and prepare minutes as appropriate, in a timely manner.
+ Schedule and coordinate meetings involving senior level executives and chairs.
+ Schedule travel for the Chair, including attendance at external national and international meetings and conferences, internal meetings and visits to other sites within Penn Medicine, and meetings/events with alumni, collaborators, and donors.
+ Prepare, submit and track travel reimbursements & requests for payment for Chair.
+ Assist with the preparation of correspondence, reports, documents and presentations for both internal and external audiences, including complex and sensitive communications, maintaining discretion and confidentiality at all times and ensuring timeliness of all activities.
Support development efforts for the department, in collaboration with the Development Office, including:
+ Work closely with the Vice Chairs, Program Directors, Core Directors, and with individual clinical and research faculty to maintain an understanding of the Department's key patient care and research programs, including the Skin Biology and Disease Resource-based Center, and the Penn Dermatology Oncology Center. Collaborate in developing communication strategies with unified messages in support of development and marketing efforts.
+ Assist with creating proposals for donors, and developing marketing and communication materials to highlight the Department's academic and clinical achievements and community service efforts in a variety of formats such as newsletters, website content, brochures, and videos.
+ Coordinate site visits, donor events, and follow up communications, including professional interactions with prospective donors. Develop and maintain strong relationships with alumni and associated faculty, including outreach efforts to ensure integration and engagement in endowed events such as dinners, luncheons, and galas.
Serve as project coordinator and central point of contact for communication, change management, and organization of activities to support implementation of departmental strategic plans, including:
+ Assist with preparing and updating department strategic plan documents, and develop minutes/action plans from faculty meetings and Strategic Leadership Team meetings.
+ Serve as project manager for the development and distribution of department newsletters, and work closely with faculty and administrative leaders to develop and update content for department website and social media pages.
+ Coordinate developmental learning and integration opportunities for faculty and administrative leaders, including training programs/events and annual retreats.
+ Draft presentations for faculty and staff meetings to outline strategic plans, progress and accomplishments, and key metrics. Develop and maintain dashboards and other communication tools to capture and communicate information against the department's tripartite mission.
Qualifications
Associates level degree required, BA/BS degree preferred and 5-7 years related administrative experience, or equivalent combination of education and experience required. Must demonstrate excellent oral/written communication and organizational skills plus ability to work independently and prioritize tasks. Ability to work cooperatively with diverse set of constituencies is essential, in addition to exceptional interpersonal skills and attention to detail. Must possess excellent computer skills (MS Office Suite) with working knowledge of web applications and the ability to create informative and engaging presentations and written communications in a variety of formats.
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
Perelman School of Medicine
Pay Range
$64,500.00 - $88,000.00 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.
Equal Opportunity Statement
The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics) , citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law .
Special Requirements Background checks may be 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: University of Pennsylvania's special character is reflected in the wide variety of backgrounds, experiences, and perspectives of the Penn community. We seek talented faculty and staff who will constitute a vibrant community and help create an educational and working environment that best supports the University's commitment to excellence in teaching, research, and scholarship. The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status, or any class protected under applicable federal, state or local law.
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
Job Profile Title
Executive Assistant A
Job Description Summary
Provide executive level administrative assistance support for the Chair, including management of Chair's calendar and travel, scheduling departmental meetings with appropriate preparation and background materials, and creating minutes/action plans. Serve as liaison between departmental faculty leaders and the development office and assist with preparation of communication strategies, proposals for donors, and development of marketing and communication materials such as newsletters, website content, brochures, and videos. Assist with outreach efforts for alumni and associated faculty, including engagement events and coordination with endowed lecture series. Assist with the preparation of correspondence, reports, documents and presentations for both internal and external audiences, including complex and sensitive communications. Serve as project coordinator and central point of contact for communication, change management, and organization of activities to support implementation of departmental strategic plans. Coordinate developmental learning and integration opportunities for faculty and administrative leaders, including training programs/events and annual retreats to enhance collaboration and increase organizational effectiveness within and across missions. Coordinate and staff departmental special events including memorial dinners and department holiday celebrations. Draft presentations for meetings with faculty and staff to outline strategic plans, progress and accomplishments, and key metrics. Develop and maintain dashboards and other communication tools to capture and communicate information against the department's tripartite mission
Job Description
Job Responsibilities
1. Provide executive level administrative support to the department Chair.
+ Manage Chair's calendar and all daily activities to ensure logistics are complete and Chair is provided with appropriate background documentation for all meetings.
+ Maintain discretion and confidentiality at all times in the performance of all responsibilities; recognize critical situations and inform appropriate personnel when necessary.
+ Assist with development and coordination of all meeting materials
2. Travel & Reimbursements for the Chair
+ Coordinate & Schedule travel for the Chair, including attendance at external national and international meetings and conferences, internal meetings and visits to other sites within Penn Medicine, and meetings/events with alumni, collaborators, and donors.
+ Prepare, submit and track travel reimbursements & requests for payment for Chair, this includes journal subscriptions and membership dues.
3. Coordination and Staffing of Departmental and Executive Level meetings
+ Organize and staff meetings & prepare minutes as appropriate, in a timely manner.
+ Ensures that all correspondence, written materials and appropriate documents are prepared in timely manner for review and distribution to meet all deadlines
4. Support development efforts for the department, in collaboration with the Development Office, including:
+ Working closely with the Vice Chairs, Program Directors, Core Directors, and with individual clinical and research faculty, maintain an understanding of the Department's key patient care and research programs and collaborate in developing communication strategies in support of development and marketing efforts.
5. Assist with creating proposals for donors, and developing marketing and communication materials to highlight the Department's academic and clinical achievements and community service efforts in a variety of formats such as newsletters, websites content, brochures, videos, and public relations announcements/press releases.
6. Coordinate site visits, donor events, and follow up communications, including professional interactions with prospective donors.
+ Develop and maintain strong relationships with alumni and associated faculty, including outreach efforts to ensure integration and engagement in endowed events such as dinners, luncheons, and galas in concert with existing events and lecture series such as the Hohenberg, Pillsbury, and Samitz Lectures as well as the Duhring grand rounds lecture series.
7. Assist with the preparation of correspondence, reports, documents and presentations for both internal and external audiences, including complex and sensitive communications at the request of the Chair or COO such as: the Annual Report to the Dean, departmental policies and standard operating procedures, and faculty recruitment/appointment/reappointment and award nomination letters.
8.Working under the direction of the Chair and COO, and with guidance from the Associate Director of Administration & Faculty Affairs, serve as project coordinator and central point of contact for communication (newsletter, website & social media), change management, and organization of activities to support implementation of departmental strategic plans.
9. Coordinate developmental learning and integration opportunities for faculty and administrative leaders, including training programs/events and annual retreats to enhance collaboration and increase organizational effectiveness within and across missions. Draft presentations for Chair and/or COO meetings with faculty and staff to outline strategic plans, progress and accomplishments, and key metrics.
10. Perform additional duties as assigned.
Duties
Provide administrative support to the department Chair, including:
+ Management of the Chair's calendar and all daily activities; ensure that all logistics are complete and that the Chair is provided with all appropriate background documentation for all meetings.
+ Schedule Departmental meetings with Chair and prepare minutes as appropriate, in a timely manner.
+ Schedule and coordinate meetings involving senior level executives and chairs.
+ Schedule travel for the Chair, including attendance at external national and international meetings and conferences, internal meetings and visits to other sites within Penn Medicine, and meetings/events with alumni, collaborators, and donors.
+ Prepare, submit and track travel reimbursements & requests for payment for Chair.
+ Assist with the preparation of correspondence, reports, documents and presentations for both internal and external audiences, including complex and sensitive communications, maintaining discretion and confidentiality at all times and ensuring timeliness of all activities.
Support development efforts for the department, in collaboration with the Development Office, including:
+ Work closely with the Vice Chairs, Program Directors, Core Directors, and with individual clinical and research faculty to maintain an understanding of the Department's key patient care and research programs, including the Skin Biology and Disease Resource-based Center, and the Penn Dermatology Oncology Center. Collaborate in developing communication strategies with unified messages in support of development and marketing efforts.
+ Assist with creating proposals for donors, and developing marketing and communication materials to highlight the Department's academic and clinical achievements and community service efforts in a variety of formats such as newsletters, website content, brochures, and videos.
+ Coordinate site visits, donor events, and follow up communications, including professional interactions with prospective donors. Develop and maintain strong relationships with alumni and associated faculty, including outreach efforts to ensure integration and engagement in endowed events such as dinners, luncheons, and galas.
Serve as project coordinator and central point of contact for communication, change management, and organization of activities to support implementation of departmental strategic plans, including:
+ Assist with preparing and updating department strategic plan documents, and develop minutes/action plans from faculty meetings and Strategic Leadership Team meetings.
+ Serve as project manager for the development and distribution of department newsletters, and work closely with faculty and administrative leaders to develop and update content for department website and social media pages.
+ Coordinate developmental learning and integration opportunities for faculty and administrative leaders, including training programs/events and annual retreats.
+ Draft presentations for faculty and staff meetings to outline strategic plans, progress and accomplishments, and key metrics. Develop and maintain dashboards and other communication tools to capture and communicate information against the department's tripartite mission.
Qualifications
Associates level degree required, BA/BS degree preferred and 5-7 years related administrative experience, or equivalent combination of education and experience required. Must demonstrate excellent oral/written communication and organizational skills plus ability to work independently and prioritize tasks. Ability to work cooperatively with diverse set of constituencies is essential, in addition to exceptional interpersonal skills and attention to detail. Must possess excellent computer skills (MS Office Suite) with working knowledge of web applications and the ability to create informative and engaging presentations and written communications in a variety of formats.
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
Perelman School of Medicine
Pay Range
$64,500.00 - $88,000.00 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.
Equal Opportunity Statement
The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics) , citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law .
Special Requirements Background checks may be 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: University of Pennsylvania's special character is reflected in the wide variety of backgrounds, experiences, and perspectives of the Penn community. We seek talented faculty and staff who will constitute a vibrant community and help create an educational and working environment that best supports the University's commitment to excellence in teaching, research, and scholarship. The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status, or any class protected under applicable federal, state or local law.
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0
Executive Assistant
19004 Bala Cynwyd, Pennsylvania
Penn Medicine
Posted 16 days ago
Job Viewed
Job Description
**Description**
Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.
Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?
**Entity: Penn Primary Care (PPC) and Penn Specialty Practices (PSP)**
**Department: Administration and Operations**
**Location: Penn Medicine Hospice- 150 Monument Road**
**Hours: Per Departmental Needs**
**Summary:**
The Executive Assistant (EA) will provide executive level administrative support to the Department Chair, COO, and COS, anticipating and executing upon those needs. The EA will coordinate among management team members and within the organization on behalf of the executive team to align current activities with priorities. S/he will obtain and transmit information to executive team from within the organization to assist in furthering priorities, as well as filter communications of executive team and prioritize communications for executive review. S/he will serve as liaison between department executives, faculty, administrators, and PSOM, UPHS staff and leadership, and leadership and staff of external entities. The EA will act as the point person for the department's faculty, responding to various inquiries and resolving issues. The EA will work to execute the initiatives and maximize efforts of executives. The EA will oversee administrative support staff to ensure the efficient operation of the Chair's Suite.
**Accountabilities:**
o General operations
· Support and comply with all standards for UPHS licensure; to include JCAHO, State and any other licensing agencies.
· Complete all annual in-service programs and other compliance requests either online, in person, and/or in writing as established by UPHS and Department policies.
o Office management
· Manage the routine operation of the Chair's Suite, which includes oversight of the administrative support staff of the Vice Chairs and Executive Leadership
· Ensure efficient operations, including adequate coverage as appropriate
· Approves time-off
· Evaluate performance
· Manage and maintain complex calendars of the Chair, COO, COS
· Schedule and arrange all associated details for large and small meetings and events, making decisions based on working knowledge of responsibilities and priorities of executives
· Ensure that executives are prepared for meetings
· Coordinate travel arrangements
· Develop itineraries
· Process reimbursements and payments
· Manage incoming calls and email
o Reports
· Collect and compile data, statistics and other materials accurately for reports, budgets, correspondence, etc
· Research available sources thoroughly to gather requested or needed information
o Written communication/documents
· Prepare, edit, and distribute various materials
· Compose and prepare correspondence for signature, using correct grammar and format, and meeting content requirements
· Maintains files and records
**Education/Experience:**
Required: H.S. Diploma/GED and 5+ years' related experience, prior experience
supporting a senior level executive, project coordination
Preferred: Associate degree and 2+ years Health care academic environment,
supervisory experience
We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.
Live Your Life's Work
We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.
REQNUMBER:
Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.
Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?
**Entity: Penn Primary Care (PPC) and Penn Specialty Practices (PSP)**
**Department: Administration and Operations**
**Location: Penn Medicine Hospice- 150 Monument Road**
**Hours: Per Departmental Needs**
**Summary:**
The Executive Assistant (EA) will provide executive level administrative support to the Department Chair, COO, and COS, anticipating and executing upon those needs. The EA will coordinate among management team members and within the organization on behalf of the executive team to align current activities with priorities. S/he will obtain and transmit information to executive team from within the organization to assist in furthering priorities, as well as filter communications of executive team and prioritize communications for executive review. S/he will serve as liaison between department executives, faculty, administrators, and PSOM, UPHS staff and leadership, and leadership and staff of external entities. The EA will act as the point person for the department's faculty, responding to various inquiries and resolving issues. The EA will work to execute the initiatives and maximize efforts of executives. The EA will oversee administrative support staff to ensure the efficient operation of the Chair's Suite.
**Accountabilities:**
o General operations
· Support and comply with all standards for UPHS licensure; to include JCAHO, State and any other licensing agencies.
· Complete all annual in-service programs and other compliance requests either online, in person, and/or in writing as established by UPHS and Department policies.
o Office management
· Manage the routine operation of the Chair's Suite, which includes oversight of the administrative support staff of the Vice Chairs and Executive Leadership
· Ensure efficient operations, including adequate coverage as appropriate
· Approves time-off
· Evaluate performance
· Manage and maintain complex calendars of the Chair, COO, COS
· Schedule and arrange all associated details for large and small meetings and events, making decisions based on working knowledge of responsibilities and priorities of executives
· Ensure that executives are prepared for meetings
· Coordinate travel arrangements
· Develop itineraries
· Process reimbursements and payments
· Manage incoming calls and email
o Reports
· Collect and compile data, statistics and other materials accurately for reports, budgets, correspondence, etc
· Research available sources thoroughly to gather requested or needed information
o Written communication/documents
· Prepare, edit, and distribute various materials
· Compose and prepare correspondence for signature, using correct grammar and format, and meeting content requirements
· Maintains files and records
**Education/Experience:**
Required: H.S. Diploma/GED and 5+ years' related experience, prior experience
supporting a senior level executive, project coordination
Preferred: Associate degree and 2+ years Health care academic environment,
supervisory experience
We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.
Live Your Life's Work
We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.
REQNUMBER:
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1
Executive Assistant
19102 William Penn Annex West, Pennsylvania
$80000 Annually
WhatJobs
Posted 8 days ago
Job Viewed
Job Description
Our client, a rapidly growing organization, is seeking a highly organized and proactive Executive Assistant to support their senior leadership team. This role is based in the heart of Philadelphia, Pennsylvania, US , and operates on a hybrid model, providing a balance of in-office and remote work flexibility. As an Executive Assistant, you will be the primary gatekeeper and organizer for your executives, managing their complex schedules, coordinating travel arrangements, and preparing for meetings. Your responsibilities will include managing calendars, prioritizing appointments, and ensuring executives are prepared for all engagements. You will handle sensitive and confidential information with the utmost discretion and professionalism. This role requires exceptional communication, multitasking, and problem-solving abilities. You will be responsible for preparing correspondence, reports, and presentations, as well as managing expense reports and reconciling corporate credit cards. A key aspect of this role involves liaising with internal departments and external stakeholders, acting as a professional representative of the executive office. The ideal candidate possesses a Bachelor's degree or equivalent experience, with a minimum of 5 years of experience supporting C-level executives. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) is essential, as is experience with calendar management tools and virtual meeting platforms. Strong organizational skills, meticulous attention to detail, and the ability to anticipate needs are critical. You must be adaptable, able to thrive in a fast-paced environment, and comfortable managing multiple priorities simultaneously. Excellent written and verbal communication skills are paramount. This is an excellent opportunity to become an integral part of a dynamic leadership team and contribute to the smooth operation of a successful company. We offer a competitive salary, a comprehensive benefits package, and opportunities for professional development in a collaborative and supportive hybrid work environment.
Apply Now
2
Executive Assistant
19102 William Penn Annex West, Pennsylvania
$75000 Annually
WhatJobs
Posted 8 days ago
Job Viewed
Job Description
Our client is seeking a highly organized and proactive Executive Assistant to provide comprehensive support to senior leadership in Philadelphia, Pennsylvania, US . This hybrid role requires a professional with exceptional administrative skills, discretion, and the ability to manage complex schedules and logistics. You will be responsible for managing calendars, coordinating meetings and travel arrangements, preparing reports and presentations, and handling confidential information with utmost care. The ideal candidate is detail-oriented, possesses excellent communication skills, and thrives in a fast-paced environment. This position demands a high level of professionalism and the ability to anticipate needs and provide proactive support. You will act as a key point of contact for internal and external stakeholders, ensuring smooth operations and efficient communication. The hybrid nature of this role allows for flexibility while requiring regular in-office presence for key meetings and collaborative tasks.
Responsibilities:
Responsibilities:
- Manage complex and dynamic calendars for senior executives, including scheduling meetings, appointments, and conference calls.
- Coordinate domestic and international travel arrangements, including flights, accommodation, and itineraries.
- Prepare and edit correspondence, reports, presentations, and other documents.
- Handle confidential and sensitive information with the utmost discretion.
- Organize and prepare materials for meetings, take minutes, and track action items.
- Serve as a primary point of contact for internal and external stakeholders.
- Manage expense reporting and reimbursements.
- Conduct research and gather information as needed for various projects.
- Anticipate the needs of executives and proactively address them.
- Maintain organized filing systems, both physical and digital.
- Associate's or Bachelor's degree in Business Administration, Communications, or a related field is preferred.
- Minimum of 5 years of experience providing high-level administrative support to executives.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management software.
- Excellent organizational, time management, and multitasking abilities.
- Strong written and verbal communication skills.
- High level of professionalism, discretion, and judgment.
- Ability to work independently and effectively in a hybrid work environment.
- Proactive problem-solving skills and resourcefulness.
- Experience with travel booking platforms and expense management systems.
- Aptitude for learning new technologies and software quickly.
Apply Now
3
Sr. Executive Assistant
08822 Flemington, New Jersey
Robert Half
Posted today
Job Viewed
Job Description
Description We are looking for an experienced Senior Executive Assistant to provide high-level support to C-suite executives in Flemington, New Jersey. This contract position requires a detail-oriented individual with exceptional organizational skills, top-notch communication abilities, and the capacity to manage multiple priorities with strict confidentiality. The ideal candidate will excel in calendar management, project coordination, and administrative tasks while ensuring accuracy and attention to detail.
Responsibilities:
- Manage and maintain executives' calendars, scheduling appointments and meetings with precision.
- Coordinate and arrange complex travel itineraries, including booking flights, accommodations, and transportation.
- Prepare and distribute meeting minutes for executive-level discussions and ensure follow-up on action items.
- Handle budget tracking and billing processes, ensuring accuracy and timely submissions.
- Act as the primary point of contact for internal and external communications, demonstrating professionalism and discretion.
- Assist in managing special projects and deadlines, ensuring smooth execution and adherence to timelines.
- Maintain strict confidentiality in handling sensitive information and documents.
- Draft and edit correspondence, presentations, and reports with a high degree of accuracy.
- Collaborate with various departments to facilitate seamless coordination of executive activities.
- Monitor and prioritize incoming requests to support the executives effectively. Requirements - Minimum of 5 years of experience supporting senior executives in a fast-paced environment.
- Strong proficiency in calendar management and organizing complex schedules.
- Demonstrated expertise in arranging travel and coordinating itineraries.
- Exceptional verbal and written communication skills, with the ability to interact professionally at all levels.
- Advanced computer skills, including proficiency in Microsoft Office Suite and other relevant tools.
- Proven ability to handle confidential information with discretion and professionalism.
- Detail-oriented with excellent time management and organizational abilities.
- Experience with budget monitoring and billing processes is strongly preferred. TalentMatch®
Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app ( and get 1-tap apply, notifications of AI-matched jobs, and much more.
All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.
© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use ( .
Responsibilities:
- Manage and maintain executives' calendars, scheduling appointments and meetings with precision.
- Coordinate and arrange complex travel itineraries, including booking flights, accommodations, and transportation.
- Prepare and distribute meeting minutes for executive-level discussions and ensure follow-up on action items.
- Handle budget tracking and billing processes, ensuring accuracy and timely submissions.
- Act as the primary point of contact for internal and external communications, demonstrating professionalism and discretion.
- Assist in managing special projects and deadlines, ensuring smooth execution and adherence to timelines.
- Maintain strict confidentiality in handling sensitive information and documents.
- Draft and edit correspondence, presentations, and reports with a high degree of accuracy.
- Collaborate with various departments to facilitate seamless coordination of executive activities.
- Monitor and prioritize incoming requests to support the executives effectively. Requirements - Minimum of 5 years of experience supporting senior executives in a fast-paced environment.
- Strong proficiency in calendar management and organizing complex schedules.
- Demonstrated expertise in arranging travel and coordinating itineraries.
- Exceptional verbal and written communication skills, with the ability to interact professionally at all levels.
- Advanced computer skills, including proficiency in Microsoft Office Suite and other relevant tools.
- Proven ability to handle confidential information with discretion and professionalism.
- Detail-oriented with excellent time management and organizational abilities.
- Experience with budget monitoring and billing processes is strongly preferred. TalentMatch®
Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app ( and get 1-tap apply, notifications of AI-matched jobs, and much more.
All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.
© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use ( .
View Now
4
Executive Assistant - Creative
19133 Philadelphia, Pennsylvania
FREEMAN
Posted 9 days ago
Job Viewed
Job Description
**About Us**
A leading global brand experience agency, specializing in the design and execution of award-winning experiences that forge deep connections between brands and audiences. Recognized by Adweek as Experiential Agency of the Year, we bring a unique blend of strategic insight and execution excellence to every brand activation, corporate event, trade show exhibit, and immersive experience. Our commitment to creativity, innovation, and flawless execution drives us to craft impactful experiential marketing solutions that deepen relationships, inspire action, and build trust-all around the world.
**Summary**
The Executive Assistant serves as business partner and right-hand to the Chief Creative Officer (CCO), taking on a variety of responsibilities that allow the CCO to effectively lead the Creative department, maximize time, and ensure alignment with the organization's priorities. Supports the CCO in delivering against goals and commitments, as well as ensuring due dates are met. Supports Creative leadership to assist in several areas, including performance monitoring, culture initiatives, pipeline management, setting of goals, budgeting, contracts, IT needs, and more. This role is eligible to work a hybrid schedule, generally requiring work in-office 3 days per week based out of Philadelphia.
**Essential Duties & Responsibilities**
+ Manage the CCO's time by prioritizing schedules and meetings and planning travel, including completing expense reports and additional ancillary duties.
+ Plans, coordinates and keeps contents of leadership meetings. Ensures that post-meeting action items are completed.
+ Works closely and effectively with the CCO to ensure that inquiries and deliverables are completed on time.
+ Assists the CCO in the development of business decks including business plans, new initiatives, all hands decks, etc. This often includes working with business partners and Creative leadership to pull together content.
+ Serves as a proxy and key conduit for the CCO-acting as an information funnel, filter, and facilitator. Proactively addresses issues before they reach the CCO's desk, represents the CCO's perspective, and makes informed decisions as needed in their absence, in close collaboration with the SVP of Creative, VP of Creative Operations, and SVP of Creative Technology.
+ Acts as a liaison between members of the Creative team and our business partners to assist in areas such as client surveys, legal documents, budgeting, and pipeline management and reporting.
+ Builds, leads and fosters relationships crucial to the success of the CCO and the organization, with a focus on building healthy new relationships with cross functional leaders.
+ Prioritizes conflicting needs: handles matters expeditiously and proactively, and follows-through on projects to successful completion, often with tight deadlines.
+ Provides analysis, recommendations, reporting and options to the CCO regarding decisions to be made or problems to be solved in internal or external meetings.
+ Provides a bridge for consistent communication between the CCO with internal departments; demonstrates leadership to maintain credibility, trust, and support with the Creative Executive Leadership team.
+ Assumes responsibility for day-to-day and long-term projects and tasks, ensuring the completion of CCOs action items.
+ Identifies, tracks and follows-up on priority issues and strategic initiatives with proactive escalation when necessary.
+ Proactively jumps in on any other duties as assigned or in areas that need attention to through completion by due dates/deadlines.
**Education & Experience**
+ Bachelor's degree or equivalent experience
+ 3+ yrs administrative or personal assistant experience preferred (ideally in an agency setting)
+ Ability to maintain confidentiality in a professional manner
+ Ability to maintain strong interdepartmental relationships
+ Ability to be proactive
+ Experience prioritizing assignments under high pressure in a fast-paced environment
+ Familiarity working with multiple cross-functional partners and departments
+ Strong written and verbal communication skills
+ Capable of handling various responsibilities and multiple projects simultaneously while operating independently
+ Excellent computer skills: experience working on multiple platforms; Google Workspace, Microsoft and Apple applications, Microsoft Office suite, Slack, Social Networking sites, collaborative team project software, Salesforce, etc.
**Travel Requirements**
Travel up to 25%
**What We Offer**
Freeman provides benefits that aim to empower our people and their families to thrive mentally, physically, and financially. These are a handful of the types of programs and benefits our full-time people may be eligible for. There may be some variances in specific benefits across regions.
+ Medical, Dental, Vision Insurance
+ Tuition Reimbursement
+ Paid Parental Leave
+ Life, Accident and Disability
+ Retirement with Company Match
+ Paid Time Off
**Diversity Commitment**
At Freeman, our commitment to diversity and inclusion is helping us to create not only a great place to work, but also an environment where our employees, our customers and our communities around the world can reach their goals and connect with each other. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status and other characteristic protected by federal, state or local laws.
#LI-Hybrid
A leading global brand experience agency, specializing in the design and execution of award-winning experiences that forge deep connections between brands and audiences. Recognized by Adweek as Experiential Agency of the Year, we bring a unique blend of strategic insight and execution excellence to every brand activation, corporate event, trade show exhibit, and immersive experience. Our commitment to creativity, innovation, and flawless execution drives us to craft impactful experiential marketing solutions that deepen relationships, inspire action, and build trust-all around the world.
**Summary**
The Executive Assistant serves as business partner and right-hand to the Chief Creative Officer (CCO), taking on a variety of responsibilities that allow the CCO to effectively lead the Creative department, maximize time, and ensure alignment with the organization's priorities. Supports the CCO in delivering against goals and commitments, as well as ensuring due dates are met. Supports Creative leadership to assist in several areas, including performance monitoring, culture initiatives, pipeline management, setting of goals, budgeting, contracts, IT needs, and more. This role is eligible to work a hybrid schedule, generally requiring work in-office 3 days per week based out of Philadelphia.
**Essential Duties & Responsibilities**
+ Manage the CCO's time by prioritizing schedules and meetings and planning travel, including completing expense reports and additional ancillary duties.
+ Plans, coordinates and keeps contents of leadership meetings. Ensures that post-meeting action items are completed.
+ Works closely and effectively with the CCO to ensure that inquiries and deliverables are completed on time.
+ Assists the CCO in the development of business decks including business plans, new initiatives, all hands decks, etc. This often includes working with business partners and Creative leadership to pull together content.
+ Serves as a proxy and key conduit for the CCO-acting as an information funnel, filter, and facilitator. Proactively addresses issues before they reach the CCO's desk, represents the CCO's perspective, and makes informed decisions as needed in their absence, in close collaboration with the SVP of Creative, VP of Creative Operations, and SVP of Creative Technology.
+ Acts as a liaison between members of the Creative team and our business partners to assist in areas such as client surveys, legal documents, budgeting, and pipeline management and reporting.
+ Builds, leads and fosters relationships crucial to the success of the CCO and the organization, with a focus on building healthy new relationships with cross functional leaders.
+ Prioritizes conflicting needs: handles matters expeditiously and proactively, and follows-through on projects to successful completion, often with tight deadlines.
+ Provides analysis, recommendations, reporting and options to the CCO regarding decisions to be made or problems to be solved in internal or external meetings.
+ Provides a bridge for consistent communication between the CCO with internal departments; demonstrates leadership to maintain credibility, trust, and support with the Creative Executive Leadership team.
+ Assumes responsibility for day-to-day and long-term projects and tasks, ensuring the completion of CCOs action items.
+ Identifies, tracks and follows-up on priority issues and strategic initiatives with proactive escalation when necessary.
+ Proactively jumps in on any other duties as assigned or in areas that need attention to through completion by due dates/deadlines.
**Education & Experience**
+ Bachelor's degree or equivalent experience
+ 3+ yrs administrative or personal assistant experience preferred (ideally in an agency setting)
+ Ability to maintain confidentiality in a professional manner
+ Ability to maintain strong interdepartmental relationships
+ Ability to be proactive
+ Experience prioritizing assignments under high pressure in a fast-paced environment
+ Familiarity working with multiple cross-functional partners and departments
+ Strong written and verbal communication skills
+ Capable of handling various responsibilities and multiple projects simultaneously while operating independently
+ Excellent computer skills: experience working on multiple platforms; Google Workspace, Microsoft and Apple applications, Microsoft Office suite, Slack, Social Networking sites, collaborative team project software, Salesforce, etc.
**Travel Requirements**
Travel up to 25%
**What We Offer**
Freeman provides benefits that aim to empower our people and their families to thrive mentally, physically, and financially. These are a handful of the types of programs and benefits our full-time people may be eligible for. There may be some variances in specific benefits across regions.
+ Medical, Dental, Vision Insurance
+ Tuition Reimbursement
+ Paid Parental Leave
+ Life, Accident and Disability
+ Retirement with Company Match
+ Paid Time Off
**Diversity Commitment**
At Freeman, our commitment to diversity and inclusion is helping us to create not only a great place to work, but also an environment where our employees, our customers and our communities around the world can reach their goals and connect with each other. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status and other characteristic protected by federal, state or local laws.
#LI-Hybrid
View Now
5
Executive Assistant A
19133 Philadelphia, Pennsylvania
University of Pennsylvania
Posted 16 days ago
Job Viewed
Job Description
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 A
Job Profile Title
Executive Assistant A
Job Description Summary
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. The Executive Assistant also provides advanced and expert-level support to the Chair by managing their time and priorities with meticulous calendar management, drafting and editing correspondence, and compiling background information on priority issues and projects. The Executive Assistant will also maintain and process reimbursements and maintain annual committee memberships.
This individual serves as a liaison to internal and external constituents and is the first point of contact for the Chairs Office to internal and external visitors. The Executive Assistant effectively collaborates with individuals at all levels of the organization including senior leaders of the School of Medicine and University of Pennsylvania Health System.
Job Description
Job Responsibilities
+ Provide high-level administrative support. Create reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software.
+ Manage and maintain daily schedule, coordinate and arrange and coordinate important meetings.
+ Make travel arrangements for Chair of Department, as well as processing all reimbursements for these external trips, invited lectures and national society annual meetings.
+ Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. Communicating with internal high level and senior leadership of the university and health system.
+ Manages, plans and coordinates the implementation of all activities for the Office of the Chair.
+ Other duties and responsibilities as assigned
Qualifications
+ Bachelor of Arts, Bachelor of Science, and 3 to 5 years of experience or equivalent combination of education and experience is required.
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
Perelman School of Medicine
Pay Range
$64,500.00 - $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.
Equal Opportunity Statement
The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics) , citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law .
Special Requirements Background checks may be 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: University of Pennsylvania's special character is reflected in the wide variety of backgrounds, experiences, and perspectives of the Penn community. We seek talented faculty and staff who will constitute a vibrant community and help create an educational and working environment that best supports the University's commitment to excellence in teaching, research, and scholarship. The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status, or any class protected under applicable federal, state or local law.
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 A
Job Profile Title
Executive Assistant A
Job Description Summary
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. The Executive Assistant also provides advanced and expert-level support to the Chair by managing their time and priorities with meticulous calendar management, drafting and editing correspondence, and compiling background information on priority issues and projects. The Executive Assistant will also maintain and process reimbursements and maintain annual committee memberships.
This individual serves as a liaison to internal and external constituents and is the first point of contact for the Chairs Office to internal and external visitors. The Executive Assistant effectively collaborates with individuals at all levels of the organization including senior leaders of the School of Medicine and University of Pennsylvania Health System.
Job Description
Job Responsibilities
+ Provide high-level administrative support. Create reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software.
+ Manage and maintain daily schedule, coordinate and arrange and coordinate important meetings.
+ Make travel arrangements for Chair of Department, as well as processing all reimbursements for these external trips, invited lectures and national society annual meetings.
+ Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. Communicating with internal high level and senior leadership of the university and health system.
+ Manages, plans and coordinates the implementation of all activities for the Office of the Chair.
+ Other duties and responsibilities as assigned
Qualifications
+ Bachelor of Arts, Bachelor of Science, and 3 to 5 years of experience or equivalent combination of education and experience is required.
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
Perelman School of Medicine
Pay Range
$64,500.00 - $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.
Equal Opportunity Statement
The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics) , citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law .
Special Requirements Background checks may be 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: University of Pennsylvania's special character is reflected in the wide variety of backgrounds, experiences, and perspectives of the Penn community. We seek talented faculty and staff who will constitute a vibrant community and help create an educational and working environment that best supports the University's commitment to excellence in teaching, research, and scholarship. The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status, or any class protected under applicable federal, state or local law.
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6
Senior Executive Assistant
19101 William Penn Annex West, Pennsylvania
$75000 Annually
WhatJobs
Posted 7 days ago
Job Viewed
Job Description
Our client is seeking a highly organized, proactive, and discreet Senior Executive Assistant to provide comprehensive support to their C-suite executives in **Philadelphia, Pennsylvania, US**. This is an in-office position requiring a polished and professional demeanor. You will be responsible for managing complex calendars, coordinating domestic and international travel, preparing detailed reports and presentations, and serving as a gatekeeper and liaison for internal and external communications. The ideal candidate possesses exceptional organizational skills, impeccable attention to detail, strong communication abilities, and the utmost professionalism and confidentiality. Experience supporting multiple senior-level executives simultaneously is highly desirable.
Responsibilities:
Qualifications:
This is an outstanding opportunity to play a crucial role in supporting the leadership of our organization and contribute to its success.
Responsibilities:
- Manage and maintain complex and dynamic calendars for C-suite executives, ensuring optimal scheduling and conflict resolution.
- Coordinate all aspects of executive travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries.
- Prepare and edit correspondence, reports, presentations, and meeting materials with accuracy and a high degree of professionalism.
- Screen and prioritize incoming communications, handling inquiries independently or directing them to the appropriate parties.
- Organize and prepare for executive meetings, including logistics, agenda preparation, minute-taking, and follow-up actions.
- Serve as a primary point of contact for internal departments and external stakeholders, building and maintaining professional relationships.
- Manage confidential information with the utmost discretion and integrity.
- Assist with expense reporting and budget tracking for executive office activities.
- Conduct research and gather information as needed for special projects and executive requests.
- Proactively anticipate the needs of the executives and take initiative to ensure seamless operations.
Qualifications:
- High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
- Minimum of 7 years of experience as an Executive Assistant, preferably supporting C-suite executives in a corporate environment.
- Proven expertise in calendar management, complex travel coordination, and expense reporting.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms.
- Exceptional written and verbal communication skills.
- Strong organizational, time management, and prioritization abilities.
- High level of professionalism, discretion, and emotional intelligence.
- Ability to multitask, adapt to changing priorities, and work effectively under pressure.
- Proactive mindset with a strong sense of ownership and accountability.
- Experience with (mention relevant industry software if applicable, e.g., Salesforce, SAP) is a plus.
This is an outstanding opportunity to play a crucial role in supporting the leadership of our organization and contribute to its success.
Apply Now
7
Senior Executive Assistant
19102 William Penn Annex West, Pennsylvania
$75000 Annually
WhatJobs
Posted 7 days ago
Job Viewed
Job Description
Our client, a fast-paced and dynamic organization, is seeking a highly organized and proactive Senior Executive Assistant to provide comprehensive support to senior leadership in **Philadelphia, Pennsylvania, US**. This pivotal role requires an individual with exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities in a demanding environment. You will be responsible for a wide range of administrative and logistical tasks, ensuring the smooth operation of the executive office. The ideal candidate is a trusted advisor, capable of handling confidential information with discretion and anticipating the needs of busy executives.
Key Responsibilities:
Key Responsibilities:
- Manage complex and dynamic calendars for senior executives, including scheduling meetings, appointments, and travel arrangements.
- Coordinate domestic and international travel, including flights, accommodations, ground transportation, and itinerary preparation.
- Prepare and edit correspondence, reports, presentations, and other documents as required.
- Screen and prioritize incoming communications, including emails and phone calls, redirecting them as appropriate.
- Organize and prepare materials for meetings, including agendas, background documents, and minutes.
- Manage expense reporting and reimbursements for senior executives.
- Liaise with internal departments and external stakeholders on behalf of the executives.
- Maintain and organize confidential files and records with utmost discretion.
- Assist with special projects as assigned by senior leadership.
- Proactively identify and resolve administrative issues before they escalate.
- Serve as a primary point of contact and representative for the executive office.
- High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
- Minimum of 5-7 years of experience providing administrative support to C-level executives or senior management.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual collaboration tools.
- Exceptional organizational and time-management skills, with the ability to multitask and prioritize effectively.
- Strong written and verbal communication skills, with excellent grammar and proofreading abilities.
- High level of professionalism, discretion, and the ability to handle confidential information.
- Proactive problem-solving skills and a resourceful approach to task completion.
- Ability to work independently and as part of a team.
- Experience in a fast-paced corporate environment is essential.
- Adept at anticipating needs and offering solutions.
- Prior experience in the (Industry relevant to Philadelphia, e.g., Finance, Pharmaceuticals, Bio-tech) sector is a plus.
Apply Now
8
Senior Executive Assistant
19102 William Penn Annex West, Pennsylvania
$75000 Annually
WhatJobs
Posted 8 days ago
Job Viewed
Job Description
Our client is seeking a highly organized, proactive, and polished Senior Executive Assistant to provide comprehensive support to senior leadership in Philadelphia, Pennsylvania, US . This pivotal role requires impeccable discretion, exceptional organizational skills, and the ability to anticipate needs and manage complex schedules with efficiency and accuracy. You will be responsible for managing calendars, coordinating domestic and international travel, preparing confidential documents, and acting as a gatekeeper for executives. The ideal candidate is a master of multitasking, possesses excellent communication skills, and maintains a high level of professionalism in all interactions. You will be the trusted right hand to executives, ensuring smooth daily operations and facilitating effective decision-making.
Responsibilities:
Responsibilities:
- Manage complex and dynamic calendars for senior executives, prioritizing meetings and appointments.
- Coordinate all aspects of domestic and international travel arrangements, including flights, accommodations, and ground transportation.
- Prepare and edit correspondence, reports, presentations, and other documents with a high degree of accuracy.
- Screen and prioritize incoming communications, including emails and phone calls, redirecting as necessary.
- Organize and manage internal and external meetings, including scheduling, preparing agendas, taking minutes, and following up on action items.
- Conduct research and compile information for special projects and presentations.
- Serve as a primary point of contact for internal and external stakeholders, maintaining professional relationships.
- Handle confidential information with the utmost discretion and integrity.
- Assist with budget tracking and expense report preparation.
- Proactively identify and resolve potential issues before they arise, ensuring seamless operations.
- Support ad-hoc projects and initiatives as required by the executives.
- Bachelor's degree in Business Administration, Communications, or a related field, or equivalent work experience.
- Minimum of 7 years of experience providing high-level administrative support to senior executives.
- Proven ability to manage complex schedules and travel arrangements efficiently.
- Exceptional organizational skills and meticulous attention to detail.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace.
- Demonstrated ability to handle confidential information with discretion.
- Strong problem-solving skills and a proactive, can-do attitude.
- Ability to multitask, prioritize effectively, and work under pressure in a fast-paced environment.
- Professional demeanor and strong interpersonal skills.
- Experience with (mention relevant industry software if applicable) is a plus.
Apply Now
9