Penn State Job Catalog

The defined natural career progression within or between job profiles.

Executive Assistant

The Executive Assistant provides high-level administrative and strategic support to senior leadership, requiring exceptional organizational skills, discretion, sound judgment, and the ability to manage multiple priorities in a very fast-paced environment; serves as a trusted partner to the executive, ensuring efficiency in daily operations and supporting key business initiatives; coordinates a variety of high-level, confidential, and sensitive internal and external communications; manages complex projects and events; coordinates budgetary expenditures; compiles and coordinates data for a variety of complex reports, presentations, and oral/written communications; develops and maintains positive liaison relationships with various internal and external customers including employees, executives, trustees, legislators, faculty, students, donors, alumni, and the general public.

• Provide high-level support for a designated University executive and direct support activities for all levels of the college, campus, or administrative unit
• Oversee office operations and administrative functions
• Screen and prioritize internal and external communications including responding on behalf of executive to personal and confidential correspondence and phone calls
• Represent the executive office; develop and maintain positive liaison relationships with various internal and external customers
• Coordinate with multiple areas of the University to assist in the resolution of issues and/or concerns
• Assist in planning and execution of organizational initiatives and projects; provide advice and input on strategic planning process; manage complex projects, events, and programs
• Facilitate or chair various committees, meetings, and/or events
• Coordinate logistics for the executive and office including travel arrangements, approving expenditures, calendaring, scheduling and organizing meetings, prioritizing requests, assembling committees, and form approvals
• Prepare agendas and meeting materials on behalf of the executive
• Draft communications such as talking points, speech scripts, responses to correspondence, and presentations
• Prepare briefing documents and research to support executive decision-making
• Coordinate with the Finance Strategic Partner on financial matters; prepare and monitor budget information
• Interpret policies, procedures, and reporting requirements; recommend changes as appropriate
• Review consulting agreements and contracts
• Maintain confidential and sensitive records and data systems; retrieve, compile, and generate reports at the request of executive
• Determine, secure, and allocate staffing, equipment, and space needs for the executive office
• May provide administrative and logistical support for internal/external/national boards, committees and/or councils which the executive participates in, leads, and/or sponsors
• May supervise, train, and provide performance input for assigned administrative staff

Level:

– Senior Supervisor

Base Description:

– Supervises direct reports, but primarily completes activities, tasks, and/or projects of a functional nature.

Level Summary:

– Demonstrates comprehensive knowledge to perform own work; spends majority of time on tasks related to own job responsibilities. May demonstrate subject matter expertise. Demonstrates intermediate to advanced planning, organizing, directing, and facilitating skills. Demonstrates the ability to coach assigned employees. Assigns and reviews completed work to verify accuracy, quality, and adherence to professional standards. Trains, coaches, mentors, and motivates staff. Anticipates potential problems, issues, and opportunities; researches and recommends solutions within defined policies. May develop creative recommendations for solving problems.

Supervisory Responsibilities:

– Typically oversees at least 2 full–time direct reports or equivalent team of part–time and/or student workers (for Professional track, performs work at the Senior Professional level or higher)

Fiscal Responsibilities:

– May validate and pay invoices
– Monitors and tracks budgets for specific area and/or grant(s)
– May assist in planning and forecasting budgets

Problem Solving:

– Encounters moderately complex problems
– Applies general precedents and practices and specialized knowledge and skills to resolve problems
– Understands benefits, limitations and impact of potential solutions
– Anticipates potential problems and recommends possible solutions within general guidelines

Independence of Action:

– Works independently on moderately complex work assignments, reviews progress, and evaluates results
– Organizes work of direct reports and sets team priorities
– Reviews the work of others to verify accuracy, quality, and adherence to professional standards

Communication and Collaboration:

– Communicates internally within working unit and the University
– Communicates with external audiences for scheduling/coordination
– May communicate with external audiences for business purposes
– Collaborates closely with team members; may interact with other staff outside of area
– Utilizes a communication style that is appropriate for a given situation
– Interprets and communicates information, ideas and instructions clearly, accurately and persuasively both verbally and in written materials intended for distribution

• Comp Grade – 10
• Minimum – $61,800.00
• MidPoint – $75,700.00
• Maximum – $89,600.00

• Adaptability
• Attention To Detail
• Calendaring
• Contract management
• Customer Service
• Emotional Intelligence
• Event management
• Office management
• Project Management
• Technical proficiency
• Time Management