Executive Assistant-Office of Physical Plant

The Pennsylvania State University
paid time off, sick time, remote work
United States, Pennsylvania, University Park
201 Old Main (Show on map)
Jun 02, 2025
APPLICATION INSTRUCTIONS: CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal 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. Approval of remote and hybrid work is not guaranteed regardless of work location.For additional information on remote work at Penn State, seeNotice to Out of State Applicants. POSITION SPECIFICS The Executive Assistant for the Office of Physical Plant provides administrative support to the Chief and Deputy Chief Facilities Officers 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. Responsibilities: 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 the strategic planning process Manage internal and external communications, including responding on behalf of the 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 executives 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 records and data systems; retrieve, compile, and generate reports at the request of the 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 MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS Bachelor's Degree 6+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None BACKGROUND CHECKS/CLEARANCES Employment with the University will require successful completion of background check(s) in accordance with University policies. Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S. SALARY & BENEFITS The salary range for this position, including all possible grades, is $61,800.00 - $89,600.00. Salary Structure - Information on Penn State's salary structure Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page. 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. EEO IS THE LAW Penn State is an equal opportunity 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. The Pennsylvania State University is committed to and accountable for advancing equity, respect, and belonging in all its forms. We embrace individual uniqueness, as well as a culture of belonging that supports both broad and specific equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university's teaching, research, and service mission. Federal Contractors Labor Law Poster PA State Labor Law Poster Penn State Policies Copyright Information Hotlines