Executive Assistant II

Life in Pittsburgh; Pittsburgh (Allegheny County); On-site; USD 70,000 - 110,000; Full time

Job summary

UPMC Health Plan seeks an experienced Executive Assistant II to support multiple executives in a fast-paced environment. You will manage complex calendars, prepare materials, and coordinate travel with professionalism.

Responsibilities include creating PowerPoint presentations, using Excel for data analysis, coordinating agendas, and tracking project timelines. On-site presence is required Monday-Thursday and some Fridays, with confidentiality and discretion essential.

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 core MS Office applications, including Word, Excel, PowerPoint, and Outlook.
• Excellent calendar management skills, including coordination of complex executive meetings.
• Experience assisting management with the creation of PowerPoint presentations.
• Experience scheduling travel arrangements for management.
• Act 34 with renewal.

Responsibilities

• Manage complex calendars for multiple executives, balancing priorities and deadlines.
• Review upcoming meetings and coordinate agendas, materials, attendees, and preparation.
• Schedule and coordinate meetings with internal and external executives and partners.
• Create and update professional PowerPoint presentations and use Excel to organize and present data.
• Support projects by organizing information, tracking timelines and action items, and following up with stakeholders.
• Prepare meeting agendas, capture minutes, and ensure follow-up.
• Review contracts and documents with attention to detail and coordinate signatures or approvals.
• Build relationships across the organization and adapt communication to leadership styles.
• Manage multiple priorities with flexibility and solutions-focused mindset.
• Handle sensitive information with discretion and professionalism.
• Arrange executive travel, conferences calls, and occasional off-site activities.
• Maintain organized records and knowledge of policies and procedures.

Skills

Calendar management

MS Office

PowerPoint presentations

Excel

Meeting coordination

Communication

Discretion

Education

High school diploma or equivalent

Tools

MS Office Suite

Job description

Are you an organized, proactive professional who enjoys staying one step ahead? UPMC Health Plan is hiring a full-time Executive Assistant II to support our Health Plan executive team. In this role, you’ll provide high-level administrative support to multiple executives in a fast-paced environment. We’re looking for someone who takes initiative, is adaptable, and can confidently manage multiple priorities while anticipating the needs of the leaders they support. You’ll also have opportunities to contribute to projects, presentations, reporting, and other initiatives beyond traditional administrative support.

Regular on-site presence is required Monday through Thursday and approximately every third Friday.

Responsibilities:

• Manage complex calendars for multiple executives, balancing changing priorities, meeting requests, deadlines, and business needs.
• Stay one step ahead by reviewing upcoming meetings, anticipating executive needs, and proactively coordinating agendas, materials, attendees, and other preparation.
• Schedule and coordinate meetings with internal and external executives, assistants, and business partners.
• Create and update professional PowerPoint presentations and use Excel to organize, track, analyze, and present information.
• Support projects and initiatives by organizing information, tracking timelines and action items, following up with stakeholders, and helping keep work moving forward.
• Prepare meeting agendas, capture minutes and action items, and ensure appropriate follow-up.
• Review contracts, documents, and other materials with strong attention to detail and coordinate signatures or approvals as needed.
• Build effective working relationships across the organization and adapt your communication and approach to different personalities and leadership styles.
• Manage multiple priorities simultaneously while remaining flexible, resourceful, and solutions-focused as needs change.
• Handle sensitive and confidential information with discretion, and professionalism.
• Arrange executive travel, reservations, conference calls, and occasional off-site activities as needed.
• Maintain organized records and knowledge of UPMC policies and procedures when responding to requests and business needs.

• 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 with renewal

UPMC is an Equal Opportunity Employer/Disability/Veteran