Executive Assistant to 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‑regulated 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.

Executive Assistant to the Vice President of Human Resources

Executive Assistant A

About the Role

The Executive Assistant to the Vice President of Human Resources provides high-level administrative and project support to the Vice President and the Division of Human Resources. This role requires exceptional judgment, discretion, and professionalism, and serves as a key liaison between the VP, internal departments, senior leadership, and external stakeholders. The Executive Assistant will manage complex calendars, coordinate meetings and events, prepare communications and presentations, and support strategic initiatives across the division.

The role requires a proactive, collaborative and detail‑oriented individual who operates with integrity and exceptional judgement.

• Serve as executive assistant for the Vice President, Division of Human Resources providing advanced-level administrative support to maximize productivity and efficiency in the Office of the Vice President.
• Implement effective and efficient calendar management and scheduling, in coordination with central offices across the University.
• Conduct extensive calendar coordination and preparation of daily schedules and daily confirmation of all appointments.
• Maintain an active listing of recurring meetings and their participants for the Vice President.
• Prepare agendas for meetings led by the Vice President, take meeting minutes and follow‑up on deliverables, when necessary.
• Be a central point of coordination and follow‑up for HR senior leadership and Division meetings.
• Prepare and finalize correspondence, reports, presentations, and other confidential materials on behalf of the Vice President.
• Proactively identify and escape critical issues for the Vice President’s review, while independently managing and responding to day‑to‑day matters and inquiries as they emerge or triaging them with appropriate tact and diplomacy in highly sensitive and confidential matters.

• Ensure timely and accurate flow of information to and from the VP’s office.
• Develop and maintain a rigorous process for document reviews requiring Vice President signature.
• Build and maintain trusted relationships across departments and with external entities.

• Support special projects and manage division‑wide events.
• May serve as staff support for committees and meetings.
• Perform general office management duties, monitoring/ordering supplies, answering phones, submitting work requests and repairs, preparing and approving expense reports and travel arrangements in Concur.
• Develop and maintain organized digital and…