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Executive Assistant I

  • Job ID: 280562942
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours: 8 a.m. to 4:30 p.m.
  • Shift: Day Job
  • Facility: University of Pittsburgh Physicians
  • Department: 64501 POP25 HVI Administration
  • Location: 200 Lothrop St, Pittsburgh PA 15213
  • Union Position: No
  • Salary Range: $21.64 to $37.36 / hour

Description

University of Pittsburgh Physicians is seeking a full-time Executive Assistant I to support UPMC Heart and Vascular Institute leadership at UPMC Presbyterian!

 

The Executive Assistant I provides high-level administrative support 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 (in person and virtual).

 

Responsibilities also include, but are not limited to, preparing and presenting PowerPoint presentations, coordinating and troubleshooting complex calendars, making travel arrangements, and providing additional coverage for the department, as needed.

 

The ideal candidate for this position will have exceptional Microsoft Office and computer skills, with previous experience with virtual meeting software being preferred. Strong scheduling experience (calendar management, meetings, travel, etc.) is also highly preferred, while experience working with grants is a plus. Flexibility with hours/schedule is ideal.



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 executive.
  • 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.
  • 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.
  • Flexibility with hours/schedule is preferred.

Licensure, Certifications, and Clearances:
  • Act 34

  • UPMC is an Equal Opportunity Employer/Disability/Veteran

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       Current UPMC employees must apply in HR Direct

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