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 Professional

Base Description:

– Completes activities, tasks, and/or projects of a functional nature.

Level Summary:

– Demonstrates advanced knowledge of principles, practices, and procedures of a particular field. Works independently on moderately complex work assignments under limited oversight, reviews progress, and evaluates results. Monitors work and projects ensuring timeliness, quality, and efficiency. Identifies and mobilizes resources to achieve outcomes. Trains others and reviews progress with management. Presents ideas, concepts, and instructions in a clear and persuasive manner. Develops new techniques, concepts, and approaches and applies them to moderately complex and strategic and/or operational issues.

Supervisory Responsibilities:

– Indirect supervisor for other full–time employees
– May serve as direct supervisor for part–time, student, and/or temporary workers, volunteers, or a full–time employee

Fiscal Responsibilities:

– May validate and pay invoices
– Monitors and tracks budgets and funding

Problem Solving:

– Encounters moderately complex problems
– Applies specialized knowledge and skills to resolve problems
– Understands benefits, limitations, and impact of potential solutions

Independence of Action:

– Works independently on moderately complex work assignments, reviews progress, and evaluates results
– May set priorities and organize work within general guidelines established by supervisor
– May review the work of others to verify accuracy and conformance to required procedures and special instructions

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
– Coaches others in using appropriate strategies for resolving conflict; negotiating reasonable compromises; and proposing and evaluating possible solutions
– Give candid and constructive feedback to others to influence and persuade managers and employees to accept and implement findings and recommendations

• 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