Executive Assistant, Office of the Dean

Join our team at the University of Pennsylvania as an Executive Assistant in the Office of the Dean.

In this role, you will play a crucial part in supporting the Dean and the overall operations of our prestigious institution. We are seeking a highly organized and proactive individual with exceptional communication and interpersonal skills to join our dynamic team. As the Executive Assistant, you will have the opportunity to work closely with the Dean, faculty members, and staff to ensure the smooth functioning of the Dean's office. If you have a passion for higher education and thrive in a fast-paced environment, we welcome you to apply for this exciting opportunity.

Your Responsibilities

• Provide administrative support to the Dean's office, including but not limited to, scheduling meetings, managing calendars, and coordinating travel arrangements.
• Act as a liaison between the Dean's office and other departments, faculty members, and external stakeholders.
• Manage and organize the Dean's office, including filing systems, document management, and office supplies.
• Assist with the preparation and distribution of materials for meetings, presentations, and events.
• Answer and screen phone calls and emails, responding to inquiries and redirecting as necessary.
• Handle confidential information with discretion and maintain the highest level of professionalism.
• Coordinate and schedule appointments for the Dean, including prioritizing and managing conflicting demands.
• Collaborate with other administrative staff to ensure efficient and effective operations of the Dean's office.
• Attend and take minutes at meetings, and follow up on action items and deadlines.
• Assist with special projects and initiatives as assigned by the Dean.
• Keep track of all expenses and prepare expense reports for the Dean.
• Maintain a professional and welcoming demeanor, representing the Dean's office and the University of Pennsylvania to visitors and guests.
• Stay updated on university policies and procedures to ensure compliance and provide guidance to others when needed.
• Continuously seek opportunities to improve processes and procedures to enhance the efficiency and effectiveness of the Dean's office.
• Serve as a source of information and support for faculty, staff, and students seeking assistance or guidance from the Dean's office.

Equal Opportunity Employer

University of Pennsylvania is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based upon race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.