Executive Assistant A

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 professionalism and deep awareness of the competing priorities, among scheduling requesters, both internal and external to Penn, many presenting competing requirements that require compromises among faculty, project directors and external sponsors.  Independently commits the Director's time to those requesting access, based on this in-depth understanding of the Director's priorities and commitments to administrative, faculty mentoring, research, teaching and service roles.  Approaches these tasks with exceptional flexibility, strong interpersonal skills and effective communications style, to implement the Director’s availability in the scheduling of meetings, webinars, travel arrangements and associated logistics.  Facilitates and manages communications and collaboration among the departmental leadership. Organize and maintain the workings of the Office of the Director.
• Provides administrative project management support to the Director and Associate Director of the Division of Biostatistics in assembling data and developing reports, such as tracking for faculty research portfolio transfers, incentive plan scoring, and other division-wide metrics for administrative monitoring reports.  Applies critical thinking and provides solutions to the Director and Associate Director of the Division of Biostatistics for administrative process management and improvement.
• Independently prioritize, plan, coordinate and/or oversee multiple projects, meetings, webinars and conferences; anticipate and track critical dates, events and organizational issues for the Office of the Director.  Follow up with appropriate parties to ensure deadlines are met. Serve as the liaison of the Office of the Director's various internal and external constituencies, keeping the Director and Associate Director informed of all matters requiring their attention.
• Serves in an exemplary senior capacity within the administrative staff; providing training and onboarding to new and temporary staff, as needed. 
• Compose correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision-making purposes. 
• Other duties and responsibilities as assigned

Qualifications

Bachelor's degree and 3-5 years of experience, or equivalent combination of education and experience, required.  Demonstrated effectiveness supporting a senior academic program leader, in a university setting with large, complex educational and research programs absolutely essential.  Excellent organizational skills, and proficiency with Microsoft Office tools required. Must demonstrate excellent communication skills and highly professional interpersonal style, with flexibility and effectiveness working with diverse groups of people. Ability to work under pressure, with limited supervision, and confidence to exercise independent judgment. Highly organized, meticulous, and flexible; ability to manage time and willingness to work with changing deadlines; ability to prioritize work. Must exercise discretion in working with extremely confidential and sensitive matters. Must have demonstrated exceptionally positive relationships with large groups of faculty, staff, and students.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$65,628.00 - $80,000.00 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.

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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay