Executive Assistant II

UPMC; Pittsburgh (Allegheny County); On-site; USD 45,000 - 65,000; Full time

Job summary

UPMC University of Pittsburgh Physicians is hiring a Full-Time Executive Assistant II to support the Neurology Administration team at 3471 Fifth Avenue, Pittsburgh.

Hours: Monday through Friday, standard business hours. This role provides high‑level administrative support to the Department Chair and executive leadership.

Responsibilities include calendar management, travel arrangements, confidential correspondence, and preparing reports.

Qualifications

• High-level administrative support experience with discretion and confidentiality.
• Proven calendar management and executive meeting coordination.
• Experience arranging travel and handling information requests.

Responsibilities

• Prioritizes multiple projects and follows through promptly.
• Interacts with staff at all levels with professionalism and discretion.
• Compiles information and distributes timely reports.
• Maintains confidential filing systems and quick document retrieval.
• Manages mail flow with strict confidentiality for executive mail.
• Records and distributes meeting minutes promptly.
• Arranges executive travel and reservations.
• Answers and routes incoming calls efficiently.
• Coordinates complex executive calendars with internal/external teams.
• Uses sound judgment and policy knowledge to respond to inquiries.

Job description

UPMC University of Pittsburgh Physicians ishiring 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