Job Description

Job Title: Executive Assistant I
Job ID: 674444
Status: Full-Time
Regular/Temporary: Regular
Hours: 7:00am-3:30pm or 7:30am-4:00pm
Shift: Day Job
Facility:
Department: ZCMS1 Administration
Location: 3600 Forbes Ave, Pittsburgh PA 15213

Description

Purpose:
UPMC Community Medicine is looking for a flexible, proactive, fast paced Executive Assistant I to make an immediate impact providing support to two Executive Administrators two Practice Administrators and their Physician Support Team. Working closely with senior leadership, impeccable communication, meticulous attention to detail and organizational skills are of the utmost importance.

This selected individual’s responsibilities may include, but are not limited to: Answering/directing calls, scheduling appointments and meetings, coordinating  travel, handling expense and mileage reimbursements, ordering supplies, PowerPoint construction, as well as department emailing on behalf of leadership.

Aside from the administrative tasks mentioned above this individual will handle payroll approvals, work all Microsoft Suite Products, and coordinate on site meetings.


This position is a Monday through Friday, daylight role, in Forbes Tower in Oakland. 


Responsibilities:
  • Answers phones and directs all incoming calls to appropriate party promptly and efficiently
  • Arranges travel schedule and reservations for executive management as needed
  • 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
  • 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
  • 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
  • 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

Qualifications

  • Eight years experience in an increasingly responsible administrative support role
  • Five+ 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 Criminal Clearance

UPMC is an equal opportunity employer. Minority/Females/Veterans/Individuals with Disabilities

Salary Range: $20.60 to $35.57

Union Position: No

At UPMC, our shared goal is to create a cohesive, positive, experience for our employees, patients, health plan members, and community. If you too are driven by these values, you may be a great fit at UPMC!

QUALITY & SAFETY
DIGNITY & RESPECT
CARING & LISTENING
RESPONSIBILITY & INTEGRITY
EXCELLENCE & INNOVATION

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