Executive Assistant to the Chief Advancement Officer, Wharton External Affairs

Executive Assistant to the Chief Advancement Officer, Wharton External Affairs

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 both 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 from around the world 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.

The Executive Assistant provides high-level support to the Chief Advancement Officer, managing complex scheduling, travel, executive activities, and coordination of the CAO's priorities in a fast-paced environment. The role also serves as a key liaison to senior internal and external stakeholders, requiring exceptional judgment, discretion, diplomacy, and a highly responsive, service-oriented approach.

Job Responsibilities

• Manages the CAO's complex and frequently changing calendar, coordinates meetings and engagements, and oversees extensive domestic and international travel arrangements.
• Serves as a key liaison between the CAO and internal and external stakeholders, exercising exceptional judgment, discretion, diplomacy, and professionalism in managing inquiries, requests, and sensitive or confidential matters.
• Contributes to a culture of service, collaboration, and excellence within WHEA, working effectively across the organization to support the CAO's priorities and the broader goals of External Affairs.
• May occasionally provide support for events, programs, and other activities outside of regular business hours.

Qualifications

• Bachelor's degree and 3-5 years of experience, or equivalent combination of education and experience, is required. At least 7 years of related experience is strongly preferred.
• Demonstrated professionalism, sound judgment, and an exceptionally high level of discretion and integrity, with the ability to handle highly sensitive and confidential information and matters with complete trustworthiness.
• Highly motivated and committed to excellence, with a strong work ethic and demonstrated ability to provide responsive, accurate, and detail-oriented support in a fast-paced environment involving senior leaders and high-profile internal and external stakeholders.
• Exceptional interpersonal, diplomatic, and relationship-management skills, with the poise and tact to navigate sensitive situations, manage competing demands, and communicate decisions or changes in a manner that ensures colleagues and stakeholders feel valued and respected.
• Excellent organizational and time-management skills, with demonstrated ability to anticipate needs, exercise initiative, manage complex and frequently changing priorities, and coordinate multiple projects and deadlines with a high degree of accuracy and follow-through.
• Excellent written and verbal communication skills, with the ability to communicate professionally and effectively with individuals at all levels of an organization and represent the office with a welcoming, polished, and service-oriented approach.
• Demonstrated ability to manage complex executive scheduling and logistics, exercise judgment in prioritizing requests, and proactively identify and resolve scheduling conflicts and other administrative challenges.
• Strong technology skills, including proficiency with Microsoft Office applications such as Outlook, Word, Excel, and PowerPoint, and the ability to quickly learn and effectively use other administrative systems and technologies.
• Demonstrated ability to work both independently and collaboratively, remain adaptable and composed in a changing environment, and contribute as a team member in support of events, activities, and broader organizational priorities.
• Experience supporting executives or senior administrators in a complex organization is strongly preferred; experience in a higher education environment is preferred.
• Experience in fundraising, advancement, or alumni relations is highly desirable.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Wharton School

Pay Range

$65,628.00 - $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
• Tuition
• Retirement
• Time Away from Work
• Long-Term Care Insurance
• Wellness and Work-life Resources
• Professional and Personal Development
• University Resources
• Discounts and Special Services
• Flexible Work Hours
• Penn Home Ownership Services
• Adoption Assistance

The University of Pennsylvania | The Wharton School