Job Description

Job Title: Executive Assistant I
Job ID: 708258
Status: Full-Time
Regular/Temporary: Regular
Hours: Flexible
Shift: Day Job
Facility:
Department: POP23 SURG Vascular
Location: 200 Lothrop St, Pittsburgh PA 15213

Description

Purpose:
UPMC's University of Pittsburgh Physicians, Division of Vascular Surgery 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 position will support the Division Administrator and Chief.

This person will schedule for the Division and multiple hospitals, handle the Vascular Symposium, Domestic and International travel, travel Visas, conference room booking, expense reports, catering, ordering supplies, taking meeting minutes, and handling budget.

This position will work a daylight schedule...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+ 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

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