Administrative Assistant, Annenberg Public Policy Center

Administrative Assistant, Annenberg Public Policy Center

The Annenberg Public Policy Center (APPC) is seeking a versatile, motivated Administrative Assistant with excellent writing and communication skills to provide administrative support to the APPC Director and work on a variety of writing, media, event, and communication tasks. The position will report to and serve in a primary administrative role for the APPC Director, as well as supporting several other roles and units within APPC, including assisting the APPC Director of Events and Facilities with select APPC events and archiving and the APPC Director of Communications with web content, graphics and social media outreach. The Administrative Assistant must be detail-oriented and adept at juggling projects.

Job Responsibilities:

• Have full access to and manage APPC Director's calendar, including teaching, research, travel, speaking engagements, student meetings, staff meetings, etc.
• Book travel for APPC Director, draft detailed itineraries for trips and meetings, prepare travel reimbursement requests in Concur.
• Greet/escort Director's visitors to the building/office.
• Answer Director and APPC phone lines. Forward messages left on main APPC phone line after hours to appropriate parties.
• Maintain list of APPC Director obligations, priorities and deadlines, review frequently with APPC Director.
• Organize requests to Director for things like recommendations, draft recommendations.
• Create presentation materials for APPC Director presentations (agenda, slide decks, video compilations).

Supporting the APPC Director and APPC Director:

• Maintain a network of contacts key to APPC programming and development activities and APPC Director and Deputy Director activity.
• Draft and send communications in various forms (email, memos, letters, etc.) on behalf of the APPC director and APPC Deputy Director.
• Assisting APPC Deputy Director and APPC Director with APPC Director's research initiative.

Assisting the APPC Director of Communication

• Update APPC website, writing website news posts, including obtaining and editing art.
• Helping to manage social media accounts, including creating and formatting posts.
• Update databases of contacts and assist with tracking media coverage; perform routine maintenance of email distribution lists; research new contacts based on materials being promoted.
• Develop thumbnail graphics and video clips for news releases and social media.
• Format press releases for posting and distribute via press release sites and MailChimp.

Assisting the APPC Director of Events and Facilities and division/institute directors:

• Coordinate APPC-Annenberg Foundation Trust at Sunnylands retreats including retreats of federal court judges working with the Leonore Annenberg Institute for Civics Director and National Academy of Sciences retreats working with the Science of Science Communication Institute Director.
• As time allows, assist APPC Director of Events and Facilities with execution of other APPC events, including: creating invites and printed materials; managing invite lists, RSVPs, and guest communications; organizing travel bookings and reimbursements for guests; assisting with creation of agenda, schedules, show flows, and liaising with tech support; arranging catering, florists, and other vendors; assisting with event setup and breakdown; assisting with tasks during events such as checking in/escorting attendees, responding to questions, keeping speakers on track, running microphones.
• File materials in and retrieve materials from APPC archives.

Position Length

This is a three-year, term-limited position through June 30, 2029, with extension contingent on funding and other factors.

Qualifications:

• A High School Diploma and 3 to 5 years of experience or the equivalent combination of education and experience is required. Bachelor's degree preferred.
• Office administrative experience required, preferably in an academic environment.
• Excellent writing and communication skills needed, including both promotional and professional business writing contexts.
• Experience with Excel and PowerPoint and additional presentation tools preferred.
• Experience with Photoshop, Canva and other editing tools including video editing tools is also desirable.
• Social media campaign experience desirable.
• Academic research and academic writing/citation experience helpful.
• Attention to detail and ability to manage and prioritize multiple tasks essential.

Application Instructions:

Required Documents:

• Resume
• Cover Letter

Job Location - City, State

Philadelphia, Pennsylvania

Hybrid Eligible This position is eligible for a hybrid work schedule with a work week that is divided between working onsite and working remotely.

Department / School

Annenberg School for Communication

Pay Range

$19.32 - $27.47 Hourly 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.