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