Executive Assistant I

UPMC; Williamsport (Lycoming County); On-site; USD 52,000 - 66,000; Full time

Job summary

UPMC Williamsport is seeking an Executive Assistant I to provide high-level administrative support to two executives on site. The role involves complex calendar management, coordinating travel, preparing reports, and creating PowerPoint presentations.

This full-time position runs Monday through Friday, 8:00 AM–4:30 PM with some flexibility to 5:00 PM. Requirements include a high school diploma or equivalent, 8 years of administrative experience, and 5 years supporting executives, plus strong MS

Qualifications

• High school diploma or equivalent.
• 8 years of experience in an increasingly responsible administrative support role.
• 5 years of experience supporting executives.
• Proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook).
• Excellent calendar management and scheduling of complex executive meetings.
• Experience creating PowerPoint presentations and travel arrangements for management.
• Ability to handle confidential information with discretion.

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

Skills

Executive support

Calendar management

Travel arrangements

PowerPoint presentations

MS Office

Confidentiality

Professionalism

Communication

Education

High school diploma or equivalent

Tools

MS Office

Job description

UPMC is hiring an Executive Assistant I at our UPMC Williamsport campus!In this role, you will provide high-level administrative support to 2 executives, performing a wide range of clerical and administrative functions. Key responsibilities include preparing correspondence, greeting and assisting visitors, coordinating travel arrangements, organizing conference calls, and managing complex calendars and scheduling needs.Full-time, 40-hour per week position, Monday through Friday, with standard hours of 8:00 AM – 4:30 PM. Flexibility to 5PM. This role is fully onsite at UPMC Williamsport.

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
• 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