Executive Assistant I

The Nursing Administration department is looking for a new Executive Assistant I who will support and report to the Nursing Administrative team and Director of Operations.

Schedule: Monday – Friday from 8:00 a.m. – 4:30 p.m., no weekends or holidays. This position is in office.

Purpose:
Provide high-level administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings

Responsibilities:

• 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
• Prioritizes and manages multiple projects simultaneously, and follows through on issues in a timely manner
• 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
• 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
• Uses sound judgment and knowledge of UPMC and its policies and procedures to respond to questions, requests, or needs
• Arranges travel schedule and reservations for executive management as needed
• Responsible for calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings
• Responsible for care points, Above and Beyond, and other nursing awards.
• Organize any communication tools (emails, flyers, slide decks, etc.)