Executive Assistant - J274032

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

Job summary

Highmark Health seeks an experienced Executive Administrative Assistant to support multiple Vice Presidents and Senior Vice Presidents. The role requires professionalism, strong self-motivation and the ability to prioritize in a fast-paced environment.

Responsibilities include calendar management, meeting coordination, document preparation and handling confidential information with discretion. Collaboration with IT and other departments ensures smooth operations and timely communication.

Qualifications

• Five years in a secretarial, administrative or executive assistant role.
• Three years with Microsoft Office, Outlook, Word, Excel, PowerPoint and Adobe Acrobat.
• High School diploma required; Associate or Bachelor’s degree preferred.

Responsibilities

• Maintain calendars for executives, schedule meetings and arrange travel.
• Provide secretarial support including typing, proofreading and document prep.
• Prepare presentations and manage correspondence and reports.
• Receive visitors and direct inquiries following department policies.

Skills

Excellent typing

Word processing

Organizational Skills

Integrity / confidentiality

Verbal & written communication

Education

High School / GED

Associate or Bachelor's preferred

Tools

Microsoft Office

Outlook

Excel

Job description

Company : Highmark Health Job Description :

JOB SUMMARY

This job is part of an executive administrative team. This job provides administrative support to more than one Vice President and/or Senior Vice President. Incumbents will rely on experience and judgment to complete responsibilities, plan, accomplish goals and meet deadlines, and is required to be a consummate professional with a demonstrated record of enabling executives to carry out their duties with high effectiveness and efficiency. This job will have latitude in work project and requires a highly self-motivated with strong work ethic, diplomacy, political awareness, multi-tasking capabilities and the ability to execute their work by prioritizing tasks in a fast-paced environment.

ESSENTIAL RESPONSIBILITIES

Communicate effectively both in person and virtually to all levels in the organization. Display effective communication skills while interacting and responding, both written and verbally, with internal and external entities on behalf of assigned management. Maintain a communication flow by receiving and distributing correspondence via mail services or on-line communication networks.

Provide secretarial services support to assigned Executives (Vice President and above). Responsibilities include, but are not limited to:

• (a) maintaining calendars for the Executive including scheduling meetings, making conference room reservations, meeting arrangements, and arranging audio/visual equipment as needed.
• (b) performing typing, word processing, transcribing and proofreading activities concerning correspondence, memoranda, schedules, reports, presentation materials and statistical information;
• (c) using Microsoft products to create and revise files including but not limited to spreadsheets and executive presentations;
• (d) attending selected meetings in a non-participatory manner to take appropriate notes and conserve time while assuring familiarity with meeting developments;
• (e) Scheduling travel and managing the executive's itinerary, and processing expenses for reimbursement;
• (f) compiling various information and performing minor calculations as required for departmental reports;
• (g) Maintain a communication flow by receiving and distributing correspondence via mail services or on-line communication networks;
• (h) Scheduling reservations, meeting arrangements, conference rooms and audio/visual equipment as needed;
• (i) Receiving visitors and telephone calls in a courteous and efficient manner and direct inquires to the appropriate staff based on an overall knowledge of departmental policies and procedures and/or (j) Maintaining hardcopy and on-line correspondence and administrative files.

Serves as the point of contact for department organization by working with the Executive to schedule and organize team events, coordinate new employee onboarding, and ensure the team has access to necessary supplies. Works with IT for technology and system requests as needed.

Works closely and effectively with the executive to keep him/her well informed of upcoming commitments and responsibilities; following up appropriately.

Review and prioritize information and inquiries received for the consideration of the Executives, make high-level contacts from both inside and outside the Organization, and address and answer inquiries and solicitations paying constant attention to formal clearance, procedural controls, and organizational sensitivity.

Other duties as assigned or requested.

EDUCATION

Required

High School / GED

Substitutions

None

Preferred

Associate's Degree OR Bachelor's Degree

EXPERIENCE

Required

5 years in a secretarial, administrative or executive assistant role

To Include

3 years with Microsoft Office, Outlook, Word, Excel, PowerPoint and Adobe Acrobat

Preferred

None

LICENSES or CERTIFICATIONS

Required

None

Preferred

None

SKILLS

• Excellent typing, word processing and/or typing and proofreading skills as well as a working knowledge of PC word processing, spreadsheet and graphic applications
• Organizational Skills
• Possess the utmost of integrity in the discreet handling of confidential information
• Knowledge of corporate programs, policies, procedures and protocols
• Effective verbal and written communication skills

Language (Other than English)

None

Travel Requirement

0% - 25%

PHYSICAL, MENTAL DEMANDS and WORKING CONDITIONS

• Position Type Office-based
• Teaches / trains others regularly Rarely
• Travel regularly from the office to various work sites or from site-to-site Rarely
• Works primarily out-of-the office selling products/services (sales employees) Never
• Physical work site required Yes
• Lifting: up to 10 pounds Constantly
• Lifting: 10 to 25 pounds Rarely
• Lifting: 25 to 50 pounds Rarely

Disclaimer: The job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this job title. I