Job Description

Job Title: Executive Assistant I
Job ID: 45615116
Status: Full-Time
Regular/Temporary: Regular
Hours: 8:30-5:00
Shift: Day Job
Facility: Children's Hospital of Pgh
Department: Major Gifts
Location: 4401 Penn Avenue, Pittsburgh PA 15224

Description

Purpose:
Are you an experienced professional, well versed in administrative functions? UPMC Childen's Hospital of Pittsburgh, Major Gifts Department, is looking for an Executive Assistant I.  This individual will provide high-level support the Vice President, Development, by doing tasks such as calendar management, preparation for meetings and visits, travel arrangement, and meeting minutes. Lower-level support will be provided to several others by performing clerical functions such as preparing correspondence, receiving visitors, handling expenses, arranging conference calls, and scheduling meetings.

Note: This position will be based from location 105 40th Street, Pittsburgh, PA 15201.

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

Qualifications

  • High school diploma or equivalent 
  • 8 years experience in an increasingly responsible administrative support role
  • 5+ 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 31 Child Abuse Reporting with renewal
  • Act 33 with renewal
  • Act 34 with renewal
  • Act 73 FBI Clearance with renewal

  • UPMC is an Equal Opportunity Employer/Disability/Veteran.

    Salary Range: $21.22 to $36.63 / hour

    Union Position: No

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