Executive Assistant II

Executive Assistant II

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