Job Description

Job Title: Executive Assistant I- Eye and Ear Institute
Job ID: 697732
Status: Full-Time
Regular/Temporary: Regular
Hours:
Shift: Day Job
Facility:
Department: POP14 EYE Administration
Location: 200 Lothrop St, Pittsburgh PA 15213

Description

Purpose:
The University of Pittsburgh Physician's Eye and Ear Institute is seeking an Executive Assistant to provide high-level administrative support.

 

This person's responsibilities may include but are not limited to: calendar maintenance, appointment scheduling, meeting coordination, catering, coordinating calls, filing, typing correspondence, editing correspondence, PowerPoint's, maintaining content on PowerPoint's, purchase orders as well as other general administrative tasks. Primarily supporting the Executive Administrator and the Chair of the department.

Will also coordinate meet and greets, domestic and international travel.

 

This position is at the Eye and Ear Institute in Oakland. Apply today!

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+ 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!

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EXCELLENCE & INNOVATION

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