Administrative Assistant

• Provide direct clerical support to the Vice President of Sales for local sales
• Support Customer Engagement efforts by enabling expanded service channel options
• Compose and prepare correspondence, reports, and documents using Microsoft Office applications
• Manage the Vice President of Sales’ email
• Arrange travel and book hotel rooms for sales personnel
• Authorize payroll deductions for hotel rooms according to policy
• Assist with food shows and sales meetings
• Respond to company donation solicitations
• Screen phone calls and take messages for the Vice President of Sales
• Maintain files and local CRM information in Sysco 360
• Research information on CRT or PC systems
• Generate and distribute promotional reports
• Order Sales Department supplies
• Schedule, set up, and/or attend DSM meetings, sales meetings, and food shows
• Collect, prepare, and distribute POS materials and flyers
• Run Business Objects tracking and commission reports
• Create and maintain promotional tracking spreadsheets
• Support reception, supply orders, and other administrative functions as business needs dictate

Sales Administrative Assistant

• Report to the Director of Operations and Special Programs and the Director of the Penn Alumni Ambassadors Program
• Oversee the reception function of Sweeten Alumni House
• Coordinate facility usage and oversee facility conditions
• Handle meeting-space reservations and enforce regulations and fee charges
• Liaise with caterers, outside vendors, Facilities Services, Maintenance, Security, and other University departments
• Alert supervisors about facility, maintenance, or security issues
• Maintain logs and files
• Ensure reception desk coverage Monday-Friday from 8:00am-5:00pm or 8:30am-5:30pm
• Stock and clean the coffee service area and order supplies
• Greet visitors and deliveries and notify appropriate personnel
• Keep the first floor tidy, presentable, and welcoming
• Maintain literature, complimentary coffee, and ice water
• Answer telephones, retrieve voicemail, take messages, and direct calls
• Check shared email accounts daily and respond within 24 hours as appropriate
• Answer general phone inquiries and provide information and assistance
• Assist Alumni Relations teams with mailings and event/meeting preparation
• Answer PAAP emails, phone calls, and in-person requests
• Support volunteer committee management and direct ambassador assignments
• Provide PennKey support for new and existing members
• Register new ambassadors and update information across PAAP and Penn systems
• Moderate the PAAP Facebook group
• Maintain databases and assist with event-planning logistics

Building Manager, Administrative Assistant

• Report to the Director of Operations and Special Programs and the Director of the Penn Alumni Ambassadors Program
• Oversee the reception function of Sweeten Alumni House
• Coordinate facility usage and oversee facility conditions
• Handle reservations for individuals and groups using meeting space
• Enforce established regulations and fee charges
• Liaise with caterers, outside vendors, University departments, Facilities Services, Maintenance, and Security
• Alert supervisors about facility, maintenance, or security issues
• Maintain logs and files
• Ensure reception desk coverage Monday–Friday from 8:00am–5:00pm or 8:30am–5:30pm
• Keep coffee service area stocked and clean and order coffee supplies
• Greet visitors and deliveries and notify appropriate personnel
• Keep the first floor tidy, presentable, and welcoming
• Stock literature and provide complimentary coffee and ice water
• Answer telephones, retrieve voicemail, take messages, and direct calls
• Check shared email accounts daily and respond within 24 hours as appropriate
• Answer general phone inquiries and provide information and assistance
• Assist Alumni Relations teams with mailings and event or meeting preparation
• Answer PAAP emails, phone calls, and in-person requests
• Support volunteer committee management and direct ambassador assignments
• Provide PennKey support for new and existing members
• Register new ambassadors and update personal information across PAAP and Penn systems
• Moderate the PAAP Facebook group
• Maintain databases and assist with PAAP event planning logistics

• Maintain Nursing Services department files
• Maintain inter-office memorandums, correspondence, and policy and procedure manuals
• Maintain confidential patient and staff information
• Assist with coordination of staffing
• Prepare statistical information for service areas under the guidance of the Director of Nursing
• Serve as a liaison between departments outside the scope of Nursing Services
• Perform other related duties as assigned or requested

• Provide direct administrative support to the department’s senior leaders
• Provide broad administrative support to team members in support of department operations
• Support the Administrative Manager and Administrative Analyst, as well as all members of the Academic Leadership Team
• Handle work responsibilities for both Moultrie and Philadelphia PCOM Campuses
• Collect and compile information for strategic and academic planning, budgeting, and reporting
• Enter student data, course details, and other information accurately and timely into databases and systems
• Schedule and attend meetings; maintain confidentiality when handling sensitive matters
• Create meeting agendas and minutes
• Implement quality, service, and process improvement initiatives
• Manage all facets of department event planning, as applicable
• Perform other role-related duties as assigned or requested

Administrative Assistant – Biomedical Department

• Provide on-site office support to the King of Prussia headquarters
• Ensure smooth functioning and daily operations of the office
• Interact with clients and employees while on-site
• Provide logistical support, including remedy requests, fax/copy/mail area organization, supply ordering, and on-site meeting logistics
• Maintain organization of common spaces
• Conduct special projects such as department moves and project tracking
• Provide advanced administrative support to assigned Senior Leadership Team members
• Handle invoicing and coordinate procurement and accounts payable processes
• Coordinate onboarding for new employees
• Coordinate with internal and external parties to carry out department functions
• Maintain common areas, organize procedures, handle correspondence, manage file systems, and oversee supplies and equipment
• Oversee day-to-day office activities and ensure reception desk coverage
• Champion a positive visitor experience
• Maintain relationships with building management and other tenants
• Schedule appointments, manage calendars, meetings, and events; book travel; complete expense reports; maintain files; mail and ship packages; and update contact and employee databases
• Maintain office equipment, acquire supplies, manage vendors, and coordinate catering and food deliveries
• Manage space and infrastructure planning, including workstation moves, additions, and changes
• Oversee office visitors and ensure a friendly, personal, and professional experience
• Serve as point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands
• Maintain office supply inventory and order supplies
• Develop and implement office policies, procedures, and operating standards
• Organize safety protocols and fire and evacuation procedures
• Manage relationships with vendors, service providers, and landlord
• Support budgets and billing processes and negotiate optimal rates/value
• Collaborate with Administrative Assistants, Executive Assistants, and staff across UBC
• Provide coverage and support for other areas as needed
• Create PowerPoint slides and deliver presentations
• Plan, manage, and execute local company events
• Maintain local information to advise leadership on travel, dining, and accommodation options
• Develop standards and promote activities that enhance operations and local employee engagement
• Perform other duties and tasks as assigned

Office Manager – Executive Assistant

• Provide on-site office support to the King of Prussia headquarters
• Ensure smooth functioning and daily operations of the office
• Interact with clients and employees on-site
• Organize common areas, correspondence, file systems, supplies, equipment, and reception coverage
• Serve as the main point of contact for day-to-day office activities
• Champion a positive visitor experience
• Maintain relationships with building management, tenants, vendors, service providers, and landlord
• Provide administrative support to assigned senior leaders, including scheduling, calendar management, meetings, events, travel, expenses, files, shipping, and contact databases
• Oversee office equipment, supplies, procurement, catering, and food deliveries
• Manage space and infrastructure planning, including workstation moves, additions, and changes
• Manage invoicing, billing, budgets, procurement, and accounts payable processes
• Coordinate onboarding for new employees
• Develop and implement office policies, procedures, safety protocols, and fire and evacuation adherence
• Create PowerPoint slides and make presentations
• Plan, manage, and execute local company events
• Support travel, dining, and accommodation planning for leadership
• Promote operational procedures and local employee engagement
• Collaborate with Administrative Assistants, Executive Assistants, and staff across UBC
• Provide additional duties and support as assigned