Executive Administrative Assistant

Center for Organ Recovery and Education; Pittsburgh (Allegheny County); On-site; USD 65,000 - 90,000; Full time

Job summary

Center for Organ Recovery & Education seeks an Executive Administrative Assistant to the Chief Clinical Officer. You will manage calendars, coordinate meetings and travel, prepare minutes, and handle sensitive correspondence with discretion.

The role supports ongoing projects and requires strong confidentiality and organizational skills. Responsibilities include scheduling, board/minutes administration, physician orientation support, and acting as backup for other executives as needed to ensure

Qualifications

• Minimum 5 years executive assistant experience with high-level executives.
• Post-secondary education is preferred or equivalent experience.

Responsibilities

• Coordinate meetings and travel for the Chief Clinical Officer.
• Prepare and distribute minutes for advisory board and staff meetings.
• Manage daily schedule and priority correspondence for the Chief Clinical Officer.
• Provide backup support to other executive assistants as needed.
• Maintain confidential files and assist with physician orientation.

Skills

Executive support

Calendar management

Travel coordination

Confidentiality

Communication

Education

Post-secondary education

Tools

MS Office

Job description

Job Details

Job Location: Headquarters - Pittsburgh, PA 15238

Position Type: Full Time

Job Shift: Day

POSITION SUMMARY

The position of Executive Administrative Assistant to the Chief Clinical Officer for the Center for Organ Recovery & Education is one of significant responsibility. The Executive Administrative Assistant to the Chief Clinical Officer is responsible to and works under the direction of the Center’s Chief Clinical Officer. He/She will be responsible for completing any and all correspondence and project work generated by the Chief Clinical Officer. He/She will participate and in special projects as determined by the Chief Clinical Officer. He/She will work flexible hours to assist with the growth and development of the OPO and the Administrative Department.

SCOPE OF RESPONSIBILITY

The Executive Administrative Assistant to the Chief Clinical Officer of the Center for Organ Recovery & Education is responsible for completing any and all correspondence which will include advisory board and staff huddle minutes, correspondence and interactions relating to the Recovery Department and other OPO’s. He/She will coordinate all meetings and travel for the Chief Clinical Officer. He/She will create and maintain appropriate files. He/She will provide the Chief Clinical Officer daily schedule of appointments and commitments. He/She will coordinate all Advisory Board meetings and Staff Huddle Meetings, maintaining minutes and distributing them to appropriate members. He/She will prepare, coordinate, and oversee Physician Orientation. He/She will serve as the backup for the Executive Administrative Assistant to the Chief Information Officer upon his/her absence and provide support to the Chief Information Officer. A high level of confidentiality and sensitivity is required. The ability to use critical thinking and independent judgment is essential. Strong interpersonal skills are crucial.

The Executive Administrative Assistant to the Chief Clinical Officer will assist and provide insight in the hiring of administrative assistant staff at the Center. He/She will provide backup management and oversight of day-to-day operations of the administrative staff when the Executive Administrative Assistant to the Chief Information Officer is unavailable.

Qualifications

JOB QUALIFICATONS:

The primary duty of the Executive Administrative Assistant is the performance of non-manual office work which is directly related to the general business operations of the Organ Procurement Organization and its Board of Directors. The Executive Administrative Assistant exercises discretion and judgment daily with respect to the Administrative Department. In addition, the daily discretion and judgment are utilized with respect to matters of significance within the OPO environment. The Executive Administrative Assistant uses obtained advanced knowledge from a post-secondary education and a minimum of 5 years executive assistant experience. An additional five or more year’s executive experience will be considered in lieu of education.