Executive Administrator

Company: University of Pennsylvania
Location: Philadelphia
Posted on: April 25, 2025

Job Description:

Executive Administrator

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 Employers By State in 2021.

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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Executive Administrator

Job Profile Title
Staff Assistant C

Job Description Summary
The Gene Therapy Program (GTP) is entering a new era of unprecedented opportunity with the great potential to reshape the face of medicine as we know it. Our discoveries have set the stage for successful treatments and possibly even cures for devastating genetic diseases.

The laboratory of Dr. Jim Wilson, at GTP of the University of Pennsylvania, has been a leader in the development of innovative vector technology for close to three decades. We have emerged as the "go-to" organization for public and private partners, who want to participate in the gene therapy space. Currently, we are positioned to lead another round of vector innovation and establish pre-clinical and clinical proof-of-concept in therapeutic applications of in-vivo genome editing.

Continuation of all GTP positions is contingent upon funding.

Job Description

We are currently on the hunt for a Executive Administrator to play a vital role in providing high-level administrative support to our Director of GTP and Executive Leadership team.

As the Executive Administrator, you will support a culture of high performance by conducting advanced, diversified, and confidential duties requiring broad and comprehensive experience, skills, and knowledge. You will: manage high-volume and complex meeting and travel schedules; coordinate all travel arrangements, process all expense forms and reconcile accounts related to travel; coordinate internal meetings with the GTP executive leadership team; act as the liaison with external and internal constituencies on behalf of the executive team, keeping them apprised of issues and action items; prepare and format written correspondence/presentations with a high level of accuracy on behalf of the executive team, ensuring that all correspondence and other written materials/presentations are prepared in a timely fashion; manage data records and files in support of GTP overall research mission using initiative and sound judgment; and manage multiple projects simultaneously while maintaining the integrity of the details. The Executive Administrator must have sufficient knowledge of the organization, judgment, and self-confidence to enable him/her to act independently in the absence of direction related to setting priorities and on-the-spot decisions. This role will be required to anticipate all needs and expectations of the President & CEO by being proactive rather than reactive.

This position requires strong interpersonal skills, diplomacy and accuracy to meet deadlines in a fast-paced environment. They must be able to build relationships with stakeholders, including staff and external partners. Candidates must have a minimum of seven years of related experience. Must be a strategic thinker and self-starter, takes initiative, ability to prioritize workload, flexibility to adapt to continual changes and demands and interruptions throughout the day, complete assignments with little direction, know when to seek guidance and ask the right questions, adhere to deadlines and possess the ability to interact with all levels of faculty, staff, donors, corporate sponsors and prospective donors.

Qualifications:

• 5+ years of progressively responsible experience in an executive assistant or comparable administrative position or equivalent combination of education and experience required.
• Bachelor's Degree preferred.
• Experience in support of senior-level leadership strongly preferred.
• Ability to work both independently and as part of a diverse and close-working team in a fast-paced, executive-level setting requiring initiative, strong organization, flexibility, sound judgment, and the prioritization of multiple demands.
• Thorough knowledge of office procedures including phone messages, scheduling, travel arrangements and reimbursements.
• Outstanding oral and written communication skills.
• Ability to exercise diplomacy, tact, and judgment in interacting with a wide range of constituents at varying levels of an organization.
• High-level of proficiency with Microsoft Office Suite (Word, Excel, and PowerPoint) including MS Outlook required; proficiency in Concur a plus; overall high level of computer literacy required.
• Ability to query databases and use web content management systems. Experience with PubMed, EndNote, Adobe Acrobat, and - Quicken with ability to learn and apply new technologies as needed.
• Strong attention to detail and accuracy in work performance while meeting deadlines.
• Demonstrated experience in handling confidential information with discretion.
• Knowledge of Penn policies or experience in a university setting strongly preferred. Job Location - City, State
  Philadelphia, Pennsylvania
  
  Department / School
  Perelman School of Medicine
  
  Pay Range
  $42,953.00 - $65,861.00
  
  Affirmative Action Statement
  Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.
  
  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.
  
  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
    
    To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Translational-Research-Laboratories/Administrative-Assistant_JR00018147
    
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