Executive Assistant I

UPMC; Pittsburgh (Allegheny County); Hybrid; USD 55,000 - 75,000; Full time

Job summary

UPMC Department of Gastroenterology, Hepatology, and Nutrition in Pittsburgh, PA is hiring an Executive Assistant I for a full-time role. The position focuses on calendar management for multiple physicians, transcribing letters, and licensure/CV upkeep.

After training, a hybrid work environment is available. Responsibilities include answering phones, maintaining confidential files, preparing reports, and coordinating travel for executive leadership.

Qualifications

• High school diploma or equivalent required.
• 8 years experience in an increasingly responsible administrative support role.
• 5+ years experience with support at the executive level.
• 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.

Responsibilities

• Answers phones and directs all incoming calls to appropriate party promptly and efficiently.
• Maintains accurate filing systems with confidentiality, organization, and timely retrieval of documents.
• Prioritizes and manages multiple projects, following through in a timely manner.
• Compiles information for reports and distributes to appropriate individuals within deadlines.
• Interacts with staff at all levels in a fast paced environment with confidentiality and professionalism.
• Processes mail and maintains confidentiality of mail addressed to the president.
• Records and distributes minutes and other relevant information to participants promptly.
• Uses sound judgment to respond to questions and requests per UPMC policies and procedures.
• Arranges travel schedule and reservations for executive management as needed.
• Responsible for calendar management coordinating complex executive meetings.

Skills

Calendar management

Executive support

Communication

Attention to detail

Education

High school diploma or equivalent

Tools

Microsoft Office

PowerPoint

Excel

Outlook

Job description

UPMC Department of Gastroenterology, Hepatology, and Nutrition is hiring a full-time Executive Assistant I to join their team in Pittsburgh, PA. In this position you will work Monday-Friday daylight hours assisting with calendar management for multiple physicians, administrative tasks such as transcribing letters, and keeping up with licensure requirements and CV updates. This role will provide flexibility for a hybrid work environment once training is completed.

Responsibilities:

• Answers phones and directs all incoming calls to appropriate party promptly and efficiently
• Maintains accurate filing systems with the highest regard for confidentiality, organization, and timely retrieval of documents
• Prioritizes and manages multiple projects simultaneously, and follows through on issues in a timely manner
• Compiles information for the timely preparation of reports and distributes to appropriate individuals within established timelines
• 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
• 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
• Uses sound judgment and knowledge of UPMC and its policies and procedures to respond to questions, requests, or needs
• Arranges travel schedule and reservations for executive management as needed
• Responsible for calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings

Qualifications:

• 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