Penn State Job Catalog

The Executive Assistant provides administrative support to an executive including coordination of a variety of high-level, confidential, and sensitive internal and external communications; manages complex projects and events, coordinates travel arrangements, meeting logistics, equipment purchases, and budgetary expenditures; directs and oversees office operations including hiring, supervising, and training of office staff; 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 direct administrative support for executive and/or senior administrator and support activities for all levels of the unit/association/department/organization
• Supervise office operations and administrative functions; provide advice and input on strategic planning process
• Manage 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 including employees, executives, trustees, legislators, faculty, students, donors, alumni and the general public
• Coordinate with multiple units to assist in the resolution of issues and/or concerns; refer to appropriate University department(s) and/or resources
• Coordinate logistics for executive and office including travel arrangements, approving expenditures, calendaring, scheduling and organizing meetings, prioritizing requests, assembling committees, hiring activities, and form approvals
• Research and draft communications such as talking points, speech scripts, responses to correspondence and presentations
• Coordinate with Financial Officer on executive financial matters; prepare and monitor budget information
• Manage complex projects, events, and programs
• Review consulting agreements and contracts; maintain record and data systems; retrieve, compile, and generate reports at the request of executive
• Determine, secure, and allocate staffing, equipment, and space needs for an executive office
• 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