Executive Assistant, Office of the Dean

$51,824 - $75,000/Yr

University of Pennsylvania - Philadelphia, PA

Full-time - Entry Level

Philadelphia, PA

Educational Services

About the position

The Executive Assistant will provide high-level support to the Morton Amsterdam Dean of Penn Dental Medicine and key leaders within the Dean's Executive Suite. This role is integral to ensuring the efficient management of the Dean's schedule and the smooth operation of the office suite, collaborating closely with the Dean's Office executive support team to handle communications and manage visits. The position requires a highly motivated individual with strong interpersonal skills, representing the Dean's Executive Suite with professionalism and integrity.

Responsibilities

• Proactively oversee the daily operations of the Dean's Executive Suite, ensuring efficiency and professionalism.
• Handle internal and external correspondence, including sensitive and confidential information, with discretion.
• Accurately manage the Dean's calendar, scheduling meetings and maintaining both daily and long-term calendars with detailed notes.
• Arrange complex local, national, and international travel, including transportation, accommodations, agendas, and necessary materials.
• Draft business correspondence, finalize PowerPoint presentations, and prepare executive-level meeting minutes.
• Prepare and manage documentation related to accreditation processes.
• Order supplies and ensure the Dean's Office is maintained in an orderly and professional manner.
• Recruit and supervise student workers, ensuring effective integration into office operations.
• Perform other duties as assigned to support the Dean and the Executive Suite.

Requirements

• Bachelor of Arts or Bachelor of Science degree.
• 3 to 5 years of experience or equivalent combination of education and experience is required.
• Demonstrates a strong commitment to professionalism and integrity.
• Exhibits a high degree of initiative, anticipating the needs of the Dean and the Executive Suite.
• Proven expertise in project coordination, execution, follow-through, and event planning.
• Ability to work collaboratively and professionally with all levels of Penn Dental Medicine.
• Acts as a role model for Penn Dental Medicine, embodying the mission, values, and goals of the University of Pennsylvania.
• High accuracy and meticulousness in all tasks.
• Strong ability to track, monitor, and meet deadlines.
• Quickly learns and navigates various University systems, databases, and programs.
• Proficient with Microsoft Office suite and various scheduling programs.
• Excellent communication and executive administrative support skills.
• Proven ability to act with tact and maintain confidentiality.
• Strong analytical skills in complex, fast-paced environments.
• Effective in working with diverse colleagues, clients, and external organizations.
• Committed to personal responsibility and delivering results.

Benefits

• Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits.
• Tuition assistance for employees, spouses, and dependent children.
• Generous retirement plans including Basic, Matching, and Supplemental retirement plans.
• Substantial time away from work for personal needs.
• Long-term care insurance for faculty and staff and eligible family members.
• Wellness and work-life resources to support health and balance.
• Professional and personal development resources.
• Access to a wide range of University resources and cultural activities.
• Discounts and special services for faculty and staff.
• Flexible work options for work-life balance.
• Forgivable loan for home buying or improvements in West Philadelphia.
• Adoption assistance for qualified expenses related to legal adoption.