Executive Assistant

University OverviewThe 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 TitleExecutive AssistantJob Profile TitleExecutive Assistant AJob Description SummaryThe Executive Assistant (EA) will provide executive-level administrative support to the Chief of Gastroenterology and Hepatology as well as other divisional leaders as assigned. This support will include preparing confidential documents, maintaining complex and complicated calendars; preparing for chief’s meetings, coordinate events in the Division, and coordinating travel schedule for external societies, academic institutions, professional organizations, and outside sponsors. As first point of contact to the Division Chief, theEA is expected to model professionalism and proactively assist or seek assistance for faculty and staff as needed on behalf of the Division Chief. The EA will act as the point person for various faculty affairs inquiries and processes and serve as the Division Faculty Affairs coordinator. The EA will work to execute the Division’s initiatives, coordinate meetings, monthly faculty meetings, arrange annual events, annual training requirements, annual one-on-one faculty reviews as requested by the Department of Medicine.In addition to administrative support, the EA will manage select projects from conception to completion and provide periodic updates to key stakeholders.Job DescriptionJob ResponsibilitiesProvide executive-level administrative support to the Division Chief. Coordinate meetings among the Division’s vice chief’s and leadership team as needed to align a cohesive relationship between divisional administration and clinical priorities. Generate and maintain meeting minutes in a timely manner and distribute as necessary. Obtain and transmit information as directed by the Chief to GI Leadership, Division Faculty and staff as deemed appropriate by the Division Chief. Serve as liaison between executives, executives’ assistants, faculty, administrators, and DOM, PSOM, HUP, PPMC, PAH and UPHS staff and leadership, and leadership and staff of external entities.Act as the point person for various faculty affairs inquiries and processes and serve as the Division Faculty Affairs coordinator. Execute the Division’s initiatives, coordinate meetings, monthly faculty meetings, arrange annual events, annual training requirements, annual one-on-one faculty reviews asrequested by the Department of Medicine. Manage appointment, reappointment, and promotion processes in coordination with Chief and DOM and PSOM stakeholders.Compose and prepare correspondence for signature, using correct grammar and format, and meeting content requirements. Keep Chief’s CV up to date. Maintain divisional websites, update content as necessary, and ensure compliance with UPHS and PSOM standards. Help coordinate annual events andthe Chief’s visit to other sites.Work with divisional leadership (Vice Chief of Clinical Affairs, Vice Chief of Research, Vice Chief of Faculty Affairs) to manage and otherwise support projects from start to successful completion. Be proactive in communications. Identify, document, and execute on tasks. Provide status updates on projects both to key stakeholders and larger groups as needed.Work closely with the division administrator to oversee the flow of the Office of the Chief and to ensure the efficient operation of the Chief’s Suite, which includes maintaining supply levels, working closely with or in coordination with other administrative staff and serving as a resource for other division administrative personnel.Perform additional duties as assigned QualificationsBachelor of Arts, Bachelor of Science, and 3 to 5 years of experience or equivalent combination of education and experience is required.The successful candidate will be detail/goal oriented, have a proven ability to collaborate, be able to multi-task, appropriately prioritize, manage time effectively, exercise mature judgment, and have strong communication skills (oral & written).Applicant should demonstrate resourcefulness, initiative, and have excellent interpersonal skills.Proficiency with Microsoft Office applications including Outlook, Word, PowerPoint, Excel, and Teams required.Job Location - City, StatePhiladelphia, PennsylvaniaDepartment / SchoolPerelman School of MedicinePay Range$65,628.00 - $80,000.00 Annual RateSalary 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 Sta