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Executive Assistant to the Vice President, Business Services

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.

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 Title

Executive Assistant to the Vice President, Business Services

Job Profile Title

Executive Assistant A

Job Description Summary

The Executive Assistant provides high-level administrative and operational support to senior leadership within the Division of Business Services, supporting both the Vice President of Business Services and the Assistant Vice President of Residential & Hospitality Services. Reporting directly to the Chief of Staff for Business Services, this role supports the effective functioning of executive offices by managing schedules, coordinating meetings and events, and ensuring consistent administrative execution across leadership priorities.

The Executive Assistant exercises sound judgment in managing competing requests, handling confidential information, and supporting executive workflows. While the Vice President’s priorities guide overall sequencing and responsiveness, the role ensures high-level administrative support to the Division of Business Services supporting continuity, coordination, and reliable execution of executive priorities. This position enables senior leaders to focus on strategy and decision-making by providing disciplined execution, organization, and follow-through.

Job Description

Job Responsibilities

Executive Support & Calendar Management

Manage complex calendars for the Vice President and Assistant Vice President, prioritizing meetings, resolving conflicts, and sequencing engagements in coordination with the Chief of Staff.
Assess and triage requests for executive time, ensuring appropriate routing, preparation, and follow-up.
Coordinate domestic travel arrangements for senior leadership, including itineraries and related materials.
Manage incoming communications to executive offices, including phone, email, and written correspondence, determining appropriate disposition and escalation.

Projects & Special Assignments

Support special projects and initiatives as assigned by the Chief of Staff, Vice President, or Assistant Vice President.
Anticipate administrative needs and recommend improvements to executive office workflows.
Perform other duties consistent with the scope of the role.

Financial & Administrative Support

Process Concur approvals, reimbursement requests, and related transactions for senior leadership.
Utilize BEN Financials to process purchasing transactions and order goods and services at the request of the Vice President and senior leadership, serving as a backup resource for Business Services purchasing activities in accordance with established University and divisional policies.
Enter journal entries related to executive-owned items and coordinate deposits and supporting documentation in accordance with University procedures.
Maintain inventories, files, and confidential documentation supporting executive offices.

Executive Office Administration

Support the day-to-day administrative operations of executive offices, ensuring organized workflows and timely execution.
Route materials requiring executive review or signature, coordinating with the Chief of Staff and senior leaders as appropriate.
Maintain organizational charts, divisional directories, office floor plans, and related records.
Track administrative information related to capital projects, initiatives, and executive priorities. Serve as a Notary, as required.

Meetings, Events & Stakeholder Coordination

Coordinate executive-level meetings, including those involving University leadership, trustees, and external stakeholders.
Support planning and execution of meetings, events, and engagements for both the Vice President and Assistant Vice President.
Prepare agendas, briefing materials, presentations, and background documents for executive meetings and events.
Serve as a point of contact between executive offices and internal and external constituents, representing the Division with professionalism and discretion.

Qualifications

Bachelor’s degree and 3–5 years of progressively responsible experience providing executive-level administrative support, preferably in a complex organization or higher education environment, or an equivalent combination of education and experience is required.
Demonstrated ability to manage sensitive and confidential information with discretion and professionalism.
Strong organizational, interpersonal, and communication skills (written and verbal).
Proven ability to manage complex calendars, competing priorities, and high-volume requests.
Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook); experience with Concur and financial systems preferred.
Strong service orientation and ability to work effectively with diverse stakeholders.
Notary certification, or obtainment within 6 months of hire, is required.

About the Division of Business Services

The Division of Business Services (BSD) supports the individual and collective needs of the Penn community by promoting a hospitable, customer-focused campus environment and delivering mission-critical services and essential operations. BSD’s mission is to provide high-quality service in a fiscally responsible manner.

The Division is currently focused on three major strategic initiatives:

Revenue growth and retention through improved marketing, expanded services, and new distribution channels
Driving productivity for the Division and its customers through enhanced use of technology
Enhancing service offerings through facility upgrades and expansions

Learn more:

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Business Services

Pay Range

$64,500.00 - $82,500.00 Annual Rate

Salary 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 Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements
Background checks may be 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.