Executive Assistant I

The President of UPMC Memorial Hospital is looking for a new, right hand, Executive Assistant I. They are looking for a proactive, organized, multitasker, who can anticipate their needs and busy schedule.

Schedule: 8:00 a.m. – 4:30 p.m., with flexibility. 

Purpose:
To provide high-level administrative support to the President of UPMC Memorial Hospital by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The Executive Assistant’s overall duties include managing an extremely active calendar of appointments, completing expense reports, composing and preparing correspondence that is at times confidential, arranging complex and detailed travel plans, itineraries, agendas, and compiling documents for travel-related meetings. An EA also is present for all meetings, events, and other obligations that require the President’s attention.

Responsibilities:

• Represents the President in all matters. 
  • Is the interface to internal and external stakeholders. 
  • Has executive presence, confidence, and high-level communication skills both written and verbal.
• Key support of the President – ensuing that he/she is prepared for daily and weekly obligations, ensures accuracy, expediency, and decisiveness.
• Is a high-level thinker with an ability to understand concepts and topics discussed regarding key initiatives and can execute follow-up actions on behalf of the President. 
• Maintains strict confidentiality on sensitive matters that are discussed by the President and other executive leaders. 
• Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner. 
• Understand how to prioritize workload based on changing demands.
• Responsible for calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings.
• 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 discretion.
• Compiles information for the timely preparation of reports and distributes to appropriate individuals within established timelines.
• Records and distributes minutes and other relevant information to appropriate participants in a timely manner.
• Uses sound judgment and knowledge of UPMC and its policies and procedures to respond to questions, requests, or needs.
• Possesses a sense of humor, is a relationship and network builder and resourceful in finding solution and accomplishing tasks.
• Answers phones and directs all incoming calls to appropriate party promptly and efficiently.
• Maintains accurate filing systems with the highest regard for confidentiality, organization, and timely retrieval of documents.
• Processes incoming and outgoing mail. Maintains confidentiality of mail addressed to the president.
• Arranges travel schedule and reservations for executive management as needed.