Executive Assistant

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Description

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Executive Assistant - Development Department

Position Summary

The Executive Assistant, reporting to the Vice President, provides high-level administrative, governance, and development operations support to the Development Department and Foundation Board leadership. This role supports donor stewardship, Board committee coordination, audit processes, and fundraising administration. The position requires strong organizational skills, attention to detail, discretion with confidential information, and the ability to manage multiple priorities in a fast-paced environment.

Primary Responsibilities

• Coordinate Foundation Board committee meetings, including scheduling, logistics (in-person and virtual), preparation of agendas and materials, and recording and distributing meeting minutes.
• Support Trustee and Board governance processes, including trustee reappointments and Trustee Orientation programming.
• Manage donor stewardship communications, including donor acknowledgement letters, tribute notifications to families, and monthly donor birthday recognition reporting.
• Maintain and update donor, Board, and Auxiliary membership records in Raiser's Edge; ensure accuracy of constituent data and status updates.
• Support donation processing by preparing documentation, maintaining organized electronic records, and assisting with deposit tracking procedures.
• Assist with fundraising and development initiatives, including donor events, e-newsletters, annual appeals, and related communications.
• Prepare payment requests and purchase orders in support of department activities.
• Provide documentation to auditors and play a key support role in audit processes.
• Serve as a professional point of contact for donors, Board members, and community stakeholders.
• Maintain confidentiality of sensitive donor, financial, and governance information.
• Support special projects and other department priorities as assigned.

Qualifications

• 3-5 years of administrative experience in nonprofit, development, governance, or executive support roles preferred.
• High school diploma required. Associates or Bachelors preferred.
• Experience with donor databases/CRM systems preferred.
• Strong written and verbal communication skills and high attention to detail.
• Proficiency in Microsoft Office and virtual meeting platforms (e.g., Zoom, MS Teams).
• Demonstrated ability to manage multiple deadlines and handle confidential information with discretion.

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.

REQNUMBER: 304759

If you have questions about this posting, please contact [email protected]