Executive Assistant

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

Job Profile Title

Executive Assistant A

Job Description Summary

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 and complicated calendars; preparing for chief's meetings, coordinate 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.

Job Description

Job Responsibilities

Provide executive-level administrative support to the Division Chief. Coordinate meetings among the Division's vice chief's 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 andthe…