Senior Executive Administrator

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Senior 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
Senior Executive Administrator

Job Profile Title
Executive 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 an Senior Executive Administrator to play a vital role integrated within a high-level administrative team and providing direct support to our Director of GTP (DOG) and Chief Administrative Officer (CAO). We are seeking a high energy, dedicated, polished, and seasoned individual with extensive experience in Executive Administration.

As the Senior Executive Administrator, you will foster a culture of high performance by conducting advanced, diversified, and confidential duties requiring broad and comprehensive experience, skills, and knowledge. You will assess the administrative and project needs for the Director and CAO, formulating the plan, setting priorities, and recommending delegation to the appropriate staff. You will develop methods and techniques for process optimization and resource management for administrative support. You will work within the executive administrative team, sharing best practices, evaluating and identifying inefficiencies, and adopting new systems so that the team can embark on continuous improvement to address changing business needs. You will contribute to the management of high-volume and complex meeting and travel schedules, coordinating travel arrangements, process expense forms and reconcile accounts related to travel. You will contribute to the coordination of internal and external meetings with the GTP leadership team. Also, you will act as the liaison with external and internal constituencies on behalf of the leadership team, keeping them apprised of issues and action items.

This position reports directly to the Senior Director, Communication, Education, and Executive Administration and has a dotted line report to the Director of GTP. This position has direct supervisory responsibility for two Executive Administrators. The team supports the DOG, CAO, and Sr Director of Communication, Education, and Executive Administration.

This position requires strong interpersonal skills, diplomacy, good judgment, and accuracy to meet deadlines in a fast-paced environment. The candidate must be comfortable with dynamic, high-stakes situations and ambiguity. Must be a strategic thinker with excellent organization, written and verbal communications skills as well as strong interpersonal skills and ability to work productively as a team member. The ability to interact with all levels of faculty, staff, donors, corporate sponsors and prospective donors is required.

Qualifications
  • Bachelor's degree along with at least 10 years of related experience in executive administration is required; >10 years of experience in executive administration is preferred
  • Candidates with a degree in business are especially encouraged to apply
  • Prior supervisory experience is strongly preferred.
  • Strong interpersonal skills, diplomacy, and accuracy to meet deadlines in a fast-paced environment required
  • Experience with C-suite leadership required
  • International experience preferred
  • Must be a strategic thinker with excellent organization, written and verbal communications skills as well as strong interpersonal skills and ability to work productively as a team member.
  • 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 including faculty, staff, donors, corporate sponsors and prospective donors is required.
  • 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, and Adobe Acrobat with the 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


Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Perelman School of Medicine

Pay Range
$72,837.00 - $116,539.66

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.



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/1500-Market-Street/Senior-Executive-Administrator_JR00045614-1

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