Executive Assistant A at The University of Pennsylvania

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 Executive Assistant provides high‑level executive administrative support to the Director and Associate Director of the Division of Biostatistics within the Department of Biostatistics, Epidemiology and Informatics. This role manages, plans, and coordinates all activities for the Office of the Director and Associate Director, enabling their leadership of highly complex academic programs, including 38 primary faculty, an educational program with 44 PhD students, 35 post‑doctoral fellows, multiple annual visitors, and numerous nationally positioned research network projects. The EA delivers executive‑level project management support by assembling data, preparing reports, and tracking division‑wide metrics such as faculty research portfolio transfers, incentive plan scoring, and administrative monitoring indicators. The role applies critical thinking to recommend solutions and improvements for administrative processes and operational workflows. A key responsibility includes negotiating and prioritizing scheduling requests from internal and external stakeholders—often with competing needs—requiring diplomacy, professionalism, and a deep understanding of the Director’s commitments across administrative, mentoring, research, teaching, and service responsibilities. The EA independently commits the Director’s time based on this comprehensive knowledge. As the primary point of contact for divisional administrative activities, the EA manages and implements faculty recruitment processes, including pre‑ and post‑screening, coordinating recruitment committee meetings, arranging travel and reimbursements, and preparing all required documentation for Faculty Affairs to ensure a seamless transition from applicant to faculty member. The EA serves as a liaison between division leadership, faculty, departmental administrators, Perelman School of Medicine and Penn Medicine staff, and external partners. As a senior staff member, the Executive Assistant participates in departmental initiatives as assigned and must handle confidential and highly sensitive information with discretion. The role also provides administrative support for the Director’s research portfolio and extramural activities. Job Description Job Responsibilities Manages, plans and coordinates the implementation of all activities for the Office of the Director and the Associate Director, including management of a complex calendar, travel arrangements and associated logistics. Negotiates, with a high-level of pr