Executive Assistant to the Dean of the Wharton School

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 to the Dean of the Wharton School

Job Profile Title

Executive Assistant B

Job Description Summary

Wharton School Overview
Founded in 1881 as the world’s first collegiate business school, the Wharton School of the University of Pennsylvania is shaping the future of business by incubating ideas, driving insights, and creating leaders who change the world. With campuses in both Philadelphia and San Francisco, Wharton has over 850 staff, a faculty population of more than 235 renowned professors, and 5,000 undergraduate, MBA, executive MBA, and doctoral students. Each year 13,000 professionals from around the world advance their careers through Wharton Executive Education’s individual, company-customized, and online programs. More than 104,000 Wharton alumni form a powerful global network of leaders who transform business every day. Wharton is home to a dynamic community of staff, bringing a wide range of skills, experiences, and perspectives. To learn more, visit www.wharton.upenn.edu.

Reporting to the Dean and to the Chief of Staff and Associate Dean, the Executive Assistant provides proactive and professional executive-level support for the Dean of the Wharton School.

Job Description

The primary responsibilities of this role are as follows:
 

• Serve as the primary manager of the Dean's schedule and, working closely with the Chief of Staff, engage with Penn and Wharton partners and with external individuals and organizations that want to meet with the Dean about academic, administrative, development, and other goals and priorities. 
• Strategically and proactively oversee, manage, and optimize the Dean's complex schedule and activities. Anticipate and manage recurring and long-range commitments while also responding to real-time needs and opportunities, Vet and prioritize meeting requests and social invitations. Coordinate with partner offices to ensure appropriate planning, preparation, and follow-through, Prepare and/or secure background materials for all meetings. 
• In partnership with the Chief of Staff, represent the Dean to internal and external constituents, including the President's Office, Provost's Office, Secretary's Office, and other Penn and Wharton leadership, and members of Penn and Wharton boards. Maintain and grow positive relationships with key alumni, donor prospects, and thrie staff who contact the Dean or the Dean's Office.
• Manage complex domestic and international travel, including end-to-end arrangements for air, hotel, and ground transportation, partnering with external travel agencies, and preparing expense reports. 
• Develop and improve administrative processes across the Dean's Office, including use of technology to improve efficiency and performance, and ensure that processes are consistently and effectively applied. Work closely with other Dean's Office and Deputy Dean's Office colleagues on decision-making processes, including providing recommendations on actions to be taken and handling responses to inquiries or routing to appropriate resources. Handle highly confidential and sensitive information/issues and analyze/resolve situations accurately and promptly in a discreet and professional manner. 
• Collaborate with the Chief of Staff, Dean's Office team, and other Wharton offices on communications from the Dean, including emails, letters, memos. presentations, and other communication pieces. Write and/or edit professional correspondence and presentations working in collaboration with he Dean and the Chief of Staff on the development of content, tone, and messaging.

Qualifications

• A bachelor's degree and 5-7 years of relevant experience, or equivalent combination of education and experience, is required. 
• Demonstrated ability to provide polished, proactive support to a senior executive in a complex, fast-paced organization, exercising sound judgment and anticipating needs, priorities, and potential challenges.
• Exceptional organizational and time-management skills, with the ability to strategically manage a highly complex calendar, prioritize competing demands, and respond effectively to changing circumstances.
• Strong interpersonal and relationship-management skills, including the professionalism, diplomacy, and confidence necessary to engage effectively with senior leaders, trustees, donors, alumni, and other prominent internal and external constituents.
• Excellent written and verbal communication skills, with demonstrated ability to draft and edit executive-level correspondence, presentations, briefing materials, and other communications with careful attention to content, tone, and audience.
• Proven ability to exercise discretion and maintain the highest degree of confidentiality when managing sensitive information, complex issues, and high-level institutional matters.
• Demonstrated skill in coordinating complex domestic and international travel, preparing detailed itineraries, managing logistics across multiple parties, and completing expense reconciliation accurately and efficiently.
• Strong analytical, problem-solving, and process-improvement capabilities, including proficiency with relevant office technologies and the ability to develop and implement administrative systems that improve efficiency, consistency, and effectiveness.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Wharton School

Pay Range

$77,330.00 - $95,000.00 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