Executive Assistant, Leonard Davis Institute of Economics
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, Leonard Davis
Institute of Economics
Job Profile Title
Executive Assistant B
Job Description
Summary
Founded in 1881 as the world’s first collegiate business school, the Wharton School of the University of Pennsylvania is
shaping the future of business by incubating ideas, driving insights, and creating leaders who change the world. With campuses in
Philadelphia and San Francisco, Wharton has over 850 staff, a faculty population of more than 235 renowned professors, and 5,000
undergraduate, MBA, executive MBA, and doctoral students. Each year, 13,000 professionals worldwide advance their careers through Wharton
Executive Education’s individual, company-customized, and online programs. More than 104,000 Wharton alumni form a powerful global network
of leaders who transform business every day. Wharton is home to a dynamic staff population representing a rich array of backgrounds,
expertise, and cultures. To learn more, visit www.wharton.upenn.edu.
The Leonard Davis Institute of Health Economics at the
University of Pennsylvania (Penn LDI) is a mission-driven organization, dedicated to improving health and health care by catalyzing
collaborative, multidisciplinary research that influences policy and practice. Penn LDI is powered by a team of dedicated staff committed to
creating impact through better health policy and health care, and we are currently looking for a new Executive Assistant B to join our team.
The Executive Assistant serves as a trusted advisor and critical operations partner to the Executive Director, providing high-level,
proactive administrative and strategic support to ensure the efficient and effective functioning of the Institute’s leadership and
mission.
Job Description
Responsibilities include managing complex, dynamic calendars with a high volume of
scheduling requests from internal and external stakeholders, coordinating across Penn schools, health systems, and national partners. This
position will anticipate scheduling needs, diplomatically resolve conflicts, and communicate final schedules with accuracy and
professionalism.
The Executive Assistant will gather, synthesize, and prepare briefing materials for high-level meetings,
conferences, speeches, and appointments; draft and edit presentation decks and communications; and coordinate all logistics for Executive
Director travel and reimbursement. This position also supports governance functions by planning, organizing, and executing board meetings,
governing board meetings and high-profile events, ensuring seamless delivery and follow-through.
This role will design, implement,
and maintain critical office operations and infrastructure, including protocols, electronic and physical file systems, institutional
recordkeeping, and internal knowledge management. Responsibilities also include managing archival materials; maintaining and optimizing key
communications infrastructure such as email listservs and stakeholder databases; and overseeing the development and upkeep of office
operations and policy manuals.
The Executive Assistant represents the Executive Director and Penn LDI to senior University
leadership, board members, funders, and leading national figures in health policy. This includes handling high-level inquiries and
interactions with discretion and diplomacy, managing sensitive and confidential matters, and serving as a key point of contact for internal
and external audiences.
This position will also draft, manage, and coordinate executive-level communications, including emails,
letters, memos, and reports, often on behalf of or in consultation with the Executive Director. The Executive Assistant must be able to
exercise sound judgment, manage competing priorities with poise, and resolve issues with discretion, accuracy, and
efficiency.
Qualifications
A bachelor’s degree and 5 to 7 years of relevant experience-or an equivalent combination of
education and progressively responsible experience-is required. Ten or more years of experience supporting senior leadership or C-suite
executives is strongly preferred. Advanced proficiency with Microsoft 365 (particularly Outlook, Word, Excel, PowerPoint, and Teams) is
required. Prior experience managing high-stakes scheduling, logistics, and communications at the executive level is essential.
The
ideal candidate will have exceptional written and verbal communication skills, high emotional intelligence, and the ability to navigate a
fast-paced environment with professionalism and discretion. Strong organizational skills, attention to detail, independent problem-solving
ability, and a proactive, collaborative mindset are critical for success in this role.
Job Location – City,
State
Philadelphia, Pennsylvania
Department / School
Wharton School
Pay
Range
$76,000.00 – $80,000.00 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.
To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay
Equal Employment 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.
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