Executive Assistant II - Community and Ambulatory Services

Executive Assistant II

UPMC is hiring a full-time Executive Assistant II to support their UPMC Community and Ambulatory Services team! This position will be responsible for providing 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 for our Executive Team.

Ambulatory care is the fastest growing place in healthcare. We are creating new places of care in the communities where people live and work. UPMC Community and Ambulatory Services goal is to bring high-quality, specialized medical care and community health resources directly into local neighborhoods.

This position will work Monday through Friday, daylight hours. No evenings, weekends, or holidays required. Our ideal candidate is someone who is energetic, humble, good knowledge of Office 365 products, a team player, and flexible.

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 degree required
• 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

UPMC is an Equal Opportunity Employer/Disability/Veteran