UPMC University of Pittsburgh Physicians is hiring a Full-Time Executive Assistant II to help support our Neurology Administration team.
Hours: Monday through Friday, standard business hours.
Location: 3471 Fifth Avenue, Pittsburgh
Department Details: This role will support our Department Chair for Neurology, and provide other department level support for the executive leadership team.
Purpose:
Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings
Responsibilities:
- Prioritizes and manages multiple projects simultaneously, and follows through on issues in a timely manner
- Interacts with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality
- Compiles information for the timely preparation of reports and distributes to appropriate individuals within established timelines
- Maintains accurate filing systems with the highest regard for confidentiality, organization, and timely retrieval of documents
- Processes incoming and outgoing mail. Maintains confidentiality of mail addressed to the president
- Records and distributes minutes and other relevant information to appropriate participants in a timely manner
- Arranges travel schedule and reservations for executive management as needed
- Answers phones and directs all incoming calls to appropriate party promptly and efficiently
- Responsible for calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings
- Uses sound judgment and knowledge of UPMC and its policies and procedures to respond to questions, requests, or needs
- High school diploma or equivalent 8 years experience in an increasingly responsible administrative support role
- 5+ years experience with support at the executive level
- Demonstrates proficiency in core MS Office applications, including Word, Excel, PowerPoint, and Outlook
- Excellent calendar management skills, including the coordination of complex executive meetings
- Experience assisting management with the creation of PowerPoint presentations
- Experience scheduling travel arrangements for management
Licensure, Certifications, and Clearances:
- Act 34
UPMC is an Equal Opportunity Employer/Disability/Veteran