Job Description

Job Title: Executive Assistant I
Job ID: 684435
Status: Full-Time
Regular/Temporary: Regular
Hours: 8 a.m. to 4:30 p.m.
Shift: Day Job
Facility:
Department: POP23 SURG Oncology
Location: 5150 Centre Avenue, Pittsburgh PA 15232

Description

UPMC's Department of Surgery, Division of Surgical Oncology is seeking an Executive Assistant to make an immediate impact on their team.  Working closely with senior leadership, impeccable communication, meticulous attention to detail and organizational skills are of the utmost importance. 

This role will 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, scheduling meetings, and scheduling domestic and international travel.

This position will work a schedule of 8 a.m. to 4:30 p.m., Monday through Friday.

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

  • High school diploma or equivalent.
  • Eight years experience in an increasingly responsible administrative support role.
  • Five plus years experience with support at the executive level.
  • Demonstrates proficiency in core Microsoft 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.
  • Previous experience scheduling international travel for management is a plus.
  • Previous healthcare experience is a plus.

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

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