Dean's Administrative Assistant

About the Employer

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.

Working Environment

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.

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.

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 three 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 the 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 - $[insert range]