APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete theinternal application process. Please do not apply here, apply internally through Workday.

• CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.

• If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.

JOB DESCRIPTION AND POSITION REQUIREMENTS:

Intercollegiate Athletics (ICA) is seeking candidates for the position of Executive Assistant to the Vice President. The successful candidate will provide comprehensive administrative support to the Vice President of Intercollegiate Athletics (ICA) and various ICA staff. This role ensures the smooth and efficient operations of the executive office by managing a variety of high-level administrative functions, including complex calendar management, travel and meeting arrangements, and communication of logistics with various stakeholders across campus and external partners in a fast-past environment. This position requires a highly motivated individual with meticulous attention to detail and excellent organizational, communication and collaboration skills who can be a trusted partner to the Vice President. The Executive Assistant must be highly reliable, maintain strict confidentiality and professionalism, and demonstrate initiative in problem-solving.

Key responsibilities:

• Manage and maintain the VP’s calendar, ensuring timely scheduling and coordination of meetings, events, and appointments. Prioritize and respond to meeting requests and resolving any scheduling conflicts that arise. 
• Serve as the primary point of contact for logistical communication between the VP, campus constituents, and external partners.
• Manage and draft communications and respond to correspondence, emails, phone calls on behalf of VP.

APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete theinternal application process. Please do not apply here, apply internally through Workday.

• CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.

• If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.

JOB DESCRIPTION AND POSITION REQUIREMENTS:

Intercollegiate Athletics (ICA) is seeking candidates for the position of Executive Assistant to the Vice President. The successful candidate will provide comprehensive administrative support to the Vice President of Intercollegiate Athletics (ICA) and various ICA staff. This role ensures the smooth and efficient operations of the executive office by managing a variety of high-level administrative functions, including complex calendar management, travel and meeting arrangements, and communication of logistics with various stakeholders across campus and external partners in a fast-past environment. This position requires a highly motivated individual with meticulous attention to detail and excellent organizational, communication and collaboration skills who can be a trusted partner to the Vice President. The Executive Assistant must be highly reliable, maintain strict confidentiality and professionalism, and demonstrate initiative in problem-solving.

Key responsibilities:

• Manage and maintain the VP’s calendar, ensuring timely scheduling and coordination of meetings, events, and appointments. Prioritize and respond to meeting requests and resolving any scheduling conflicts that arise. 
• Serve as the primary point of contact for logistical communication between the VP, campus constituents, and external partners.
• Manage and draft communications and respond to correspondence, emails, phone calls on behalf of VP.
• Coordinate and manage the logistics for complex travel arrangements for VP and various ICA staff. Monitor and reconcile expenses and prepare documentation.
• Coordinate and collaborate with multiple units and stakeholders across ICA to resolve issues and concerns.
• Responsible for reviewing, coordinating, and maintaining internal communications, to include the ICA staff newsletter.
• Prepare, edit, and organize documents, presentations, and reports for meetings, ensuring accuracy and professionalism. Maintain confidential files and records, adhering to university policies.
•  Support the planning and execution of events related to athletics programs, including coordinating logistics, booking venues, and collaborating with internal departments and external vendors.
• May supervise, train, and provide performance input for assigned administrative staff.

Skills:

• Proven experience in administrative support, preferably in a higher education or athletics environment.
• Excellent organizational and time management skills, with a high level of attention to detail.
• Strong interpersonal skills to work effectively with diverse stakeholders, both within the university and externally.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and calendar management software.
• Ability to maintain confidentiality and handle sensitive information.

Minimum requirements include a bachelor’s degree or higher plus six years of related experience, or an equivalent combination of education and experience. Previous experience in higher education is preferred.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion in all of its forms. We embrace individual uniqueness, foster a culture of inclusive excellence that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusive excellence as a core strength and an essential element of our public service mission.  

The salary range for this position, including all possible grades is:

$61,800.00 - $89,600.00

Salary Structure - additional information on Penn State's job and salary structure. 

CAMPUS SECURITY CRIME STATISTICS:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

Employment with the University will require successful completion of background check(s) in accordance with University policies. 

EEO IS THE LAW

Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

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