Executive Assistant to the Senior Vice President of Human Resources

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 Employers By State in 2021.

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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn’s vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information. 

Posted Job Title

Executive Assistant to the Senior Vice President of Human Resources

Job Profile Title

Executive Assistant A

Job Description Summary

Reporting to the Senior Vice President (SVP) of Human Resources, the Executive Assistant provides high-level administrative support for projects, daily operations and communications, exercising judgment and discretion. Provide high-level administrative support by handling information requests, as well as performing routine administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meeting. Compiling, preparing and/or assisting in the preparation of complex materials and presentations, correspondences, meeting notes and newsletters position.

Job Description

About the Division of Human Resources

People are our highest priority at Penn. Without the help of talented faculty and staff, it would be impossible to carry out the teaching, research, and service missions of this University. 

Human Resources supports diversity, equity, inclusion, and belonging in the workforce. A diverse and open campus maximizes our talent pool, inspires creative thinking and encourages a culture in which different views are appreciated and respected. Our focus is on the people at Penn—over 25,000 strong—who make us the largest private employer in the Philadelphia region.

The Position

Reporting to the Senior Vice President (SVP) of Human Resources, the Executive Assistant provides high-level administrative support for projects, daily operations and communications, exercising judgment and discretion. As a liaison for the Division of Human Resources and the SVP with internal and external groups and the University community, the Executive Assistant will display a high level of professionalism and discretion. The role is responsible for the triage of daily issues using judgment and institutional knowledge. The Executive Assistant will be responsible for researching and preparing reports, presentations, correspondence, and other materials for the SVP. Coordinates special projects and prepares materials for distribution to the senior leadership at the University. Provides staff support for committees and/or meetings, as needed. The position requires a high level of confidentiality, keen sense of detail, strong project management and administrative skills, initiative, strategic thinking; excellent communication skills, strong writing skills, excellent PowerPoint knowledge and considerable independent judgment.

Additional responsibilities include:

• Manage, coordinate, schedule and organize the  SVP calendars.

• Schedule and arrange meetings, conference and activities including planning agendas.

• Research and compose correspondence and respond to inquiries for the SVP.

• Proofread and edit complex and confidential materials for context and presentation, to ensure accuracy and highest quality of work.

• Project manage, consult, and collaborate with the HR Senior Leadership Team and staff members to gather information for HR materials, projects, and presentations.

• Research information for preparation of documents, reports and presentations.

• Compile data, statistics and other information and materials for meetings, committees, and in many cases highly sensitive and confidential projects. 

• May manage the development and implementation of projects and Division events.

• Act as liaison for the Division and SVP with internal and external groups, including University senior leadership and staff, the University community, and the Health System.

• Establish and maintain professional relationships with external and internal offices. Respond to inquiries requiring the interpretation of organizational policies and procedures.

• Review, process and/or distribute incoming and outgoing correspondence, mail, documents, and other materials.

• Serve as Secretary to the University Benefits Appeals Committee.

• Provides staff support for committees and/or meetings as needed. May establish and chair committees for special projects.

Desired Qualifications

BA/BS degree; minimum three (3) years of progressively responsible administrative work, experience required or equivalent; ability to maintain strict confidentiality; display sound professional judgment and be able to work independently with attention to detail; ability to work in a fast-paced, high pressure environment; excellent organizational, proofreading and verbal and written communication skills required; proficiency with Microsoft Word, Excel, Exchange and PowerPoint highly desired. Experience analyzing and interpret large data sets. Knowledge of the academic environment, particularly the University of Pennsylvania.

Job Location – City, State

Philadelphia, Pennsylvania

Department / School

Human Resources

Pay Range

$51,824.00 – $78,096.00

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile. 

Affirmative Action Statement 
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements 
Background check 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.

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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay