STAFF ASSISTANT at University of Pennsylvania in Philadelphia, Pennsylvania

Job Description:

Duties: Reporting to the Vice Dean, the Staff Assistant provides executive level, lead administrative and organizational support to the Vice Dean of Executive Education and his Senior Leadership Team. Working with the Vice Dean, this position handles confidential and highly sensitive information/issues. The incumbent serves as a liaison between the Vice Dean and constituents. The Staff Assistant will professionally represent the Vice Dean and the Executive Education division to internal constituents. Responsibilities include but are not limited to creating complex PowerPoint presentations, managing the Vice Dean's complex calendar and meeting schedule vetting and determining meeting priorities, manage all logistical and attendance details for events and/or meetings hosted by the Vice Dean and manage complex domestic and international travel coordination for the Vice Dean. Manage all emails and telephone calls from internal and external sources who seek general information about Executive Education. Process Vice Dean's expenses. This position implements, with great autonomy and flexibility, administrative processes that support the Vice Dean.

Qualifications: - Associate's degree or two year college equivalent; bachelor's degree preferred; 5-7 years' progressively responsible administrative experience providing high-level executive assistant support to senior management, preferably in a university environment; or equivalent combination of education and experience. - Demonstrated experience in managing complex scheduling including coordination of domestic and international travel itinerary. - Ability to work in a fast-paced, multi-tasking environment with exceptional attention to detail skills and accuracy in order to meet often competing deadlines. Proven ability to work under pressure while maintaining a highly professional demeanor, prioritize tasks and responsibilities, manage multiple tasks simultaneously, and meet deadlines. - Proven ability to exercise discretion in working with highly confidential and sensitive matters. - Excellent interpersonal skills and ability to interact effectively with senior level officials, faculty, staff and partners. - Personal initiative and strong work ethic along with highly effective communications skills. Public speaking skills a plus. Demonstrated writing/editing skills with keen attention to detail and accuracy of information. - Advanced level knowledge in Microsoft Office, including Word, PowerPoint, Outlook & Excel. Extensive experience and advanced proficiency with technology to include but not limited to databases (ideally, Salesforce), scheduling systems, meeting management systems, virtual office communication tools, conferencing tools, Concur, and the internet. - Demonstrated ability to work autonomously, work cooperatively, and effectively with diverse constituencies. - Highly reliable, dependable and excellent organization skills.

Reference Number: 07-29906

Salary Grade: 026

Employment Type: Exempt

Org: Executive Education

Special Requirements: Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

Job Family: A-General/Professional Administrative