Executive Assistant

Executive Assistant

The Executive Assistant (EA) will provide executive‑level administrative support to the Chief of Gastroenterology and Hepatology as well as other divisional leaders as assigned. This support will include preparing confidential documents, maintaining complex calendars, preparing for chief’s meetings, coordinating events in the Division, and coordinating travel schedule for external societies, academic institutions, professional organizations, and outside sponsors. As first point of contact to the Division Chief, the EA is expected to model professionalism and proactively assist or seek assistance for faculty and staff as needed on behalf of the Division Chief.

The EA will act as the point person for various faculty affairs inquiries and processes and serve as the Division Faculty Affairs coordinator. The EA will work to execute the Division’s initiatives, coordinate meetings, monthly faculty meetings, arrange annual events, annual training requirements, annual one‑on‑one faculty reviews as requested by the Department of Medicine. In addition to administrative support, the EA will manage select projects from conception to completion and provide periodic updates to key stakeholders.

• Provide executive‑level administrative support to the Division Chief.
• Coordinate meetings among the Division’s vice chiefs and leadership team as needed to align a cohesive relationship between divisional administration and clinical priorities.
• Generate and maintain meeting minutes in a timely manner and distribute as necessary.
• Obtain and transmit information as directed by the Chief to GI Leadership, Division Faculty and staff as deemed appropriate by the Division Chief.
• Serve as liaison between executives, executives’ assistants, faculty, administrators, and DOM, PSOM, HUP, PPMC, PAH and UPHS staff and leadership, and leadership and staff of external entities.
• Act as the point person for various faculty affairs inquiries and processes and serve as the Division Faculty Affairs coordinator.
• Execute the Division’s initiatives, coordinate meetings, monthly faculty meetings, arrange annual events, annual training requirements, annual one‑on‑one faculty reviews as requested by the Department of Medicine.
• Manage appointment, reappointment, and promotion processes in coordination with Chief and DOM and PSOM stakeholders.
• Compose and prepare correspondence for signature, using correct grammar and format, and meeting content requirements.
• Keep Chief’s CV up to date. Maintain divisional websites, update content as necessary, and ensure compliance with UPHS and PSOM standards.
• Help coordinate annual events and the Chief’s visit to other sites.
• Work with divisional leadership to manage and otherwise support projects from start to successful completion.
• Be proactive in communications. Identify, document, and execute on tasks. Provide status updates on projects both to key stakeholders and larger groups as needed.
• Work closely with the division administrator to oversee the flow of the Office of the Chief and to ensure the efficient operation of the Chief’s Suite, which includes maintaining supply levels, working closely with or in coordination with other administrative staff and serving as a resource for other division administrative personnel.
• Perform additional duties as assigned.

• Bachelor of Arts, Bachelor of Science, and 3 to 5 years of experience or equivalent combination of education and experience.
• Detail/goal oriented with proven ability to collaborate, multitask, appropriately prioritize, manage time effectively, exercise mature judgment, and strong communication skills (oral & written).
• Resourceful, initiative, and excellent interpersonal skills.
• Proficiency with Microsoft Office applications including Outlook, Word, PowerPoint, Excel, and Teams.

Philadelphia, Pennsylvania

Perelman School of Medicine

$65,628.00 - $80,000.00 Annual Rate

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed,…