Penn State Job Catalog

The Executive Assistant (Senior/Executive Vice President) provides support to a Senior/Executive Vice President, 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; 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; compiles and coordinates data for a variety of complex reports, presentations, and oral/written communications.

• Provide direct support for a Senior/Executive Vice President; direct administrative support activities for all levels of the organization
• Coordinate calendar, pertinent databases, confidential files, and systems
• Ensure coordination of calendar items including preparation of relevant background materials, locations, confirmations, logistics, agendas, and meeting follow-up items, as appropriate
• Manage internal and external communications including confidential and complex issues by evaluating situation and referring to appropriate alternate responders and/or responding on behalf of executive, as appropriate
• Coordinate with multiple units to assist in the resolution of issues and/or concerns
• Interpret policies, procedures, and reporting requirements; recommend changes as appropriate
• Research and draft communications such as talking points, speech scripts, responses to correspondence, and presentations
• Coordinate the negotiation of consulting agreements and contracts
• Facilitate or chair various committees, meetings, and/or events
• May perform budget-related analysis and approve expenditures
• Assist in the coordination of and provide advice and input on strategic planning process
• 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
• Oversee complex projects, events, and programs
• May provide administrative and logistical support for internal/external/national boards, committees and/or councils which the executive participates in, leads, and/or sponsors
• Coordinate travel arrangements for the President and other individuals
• May supervise, train, mentor, 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 – 12
• Minimum – $76,700.00
• MidPoint – $95,900.00
• Maximum – $115,100.00