Executive Assistant I

Socket.dev; Pittsburgh (Allegheny County); On-site; USD 65,000 - 85,000; Full time

Job summary

UPMC Department of Gastroenterology, Hepatology, and Nutrition seeks an Executive Assistant I to join the Pittsburgh team. The role supports calendar management for multiple physicians, handles letters and licensure tasks, and maintains CV updates. A hybrid work arrangement is possible after training.

The ideal candidate has extensive administrative experience, strong MS Office skills, and a track record of handling confidential information with discretion.

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.
• Proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook).
• Excellent calendar management skills and coordination of complex executive meetings.
• Experience creating PowerPoint presentations for management.
• Experience scheduling travel arrangements for management.

Responsibilities

• Answer phones and direct calls to the appropriate party.
• Maintain confidential filing systems and timely retrieval of documents.
• Prioritize and manage multiple projects with timely follow-through.
• Prepare reports and distribute to stakeholders within deadlines.
• Interact with staff at all levels with professionalism and confidentiality.
• Process incoming/outgoing mail and safeguard confidential correspondence.
• Record and distribute meeting minutes and relevant information promptly.
• Use knowledge of policies to respond to inquiries and needs.
• Arrange travel schedules and reservations for executive management.
• Manage calendar with internal and external executives for complex meetings.

Skills

Calendar management

MS Office

PowerPoint

Executive support

Travel arrangements

Administrative tasks

Confidentiality

Education

High school diploma or equivalent

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