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Executive Assistant I

  • Job ID: 404846689
  • Status: Full-Time
  • Regular/Temporary: Regular
  • Hours:
  • Shift: Day Job
  • Facility: University of Pittsburgh Physicians
  • Department: 60610 POP06 CCM Administration
  • Location: 3550 Terrace Street, Pittsburgh PA 15213
  • Union Position: No
  • Salary Range: $21.91 to $37.83 / hour

Description

University of Pittsburgh Physicians is seeking a full-time Executive Assistant I to support the Department of Critical Care Medicine at Scaife Hall on UPMC Presbyterian's campus!


The Executive Assistant will provide 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.


Additionally, the Executive Assistant will provide research support with submissions, work with both UPMC and University of Pittsburgh platforms to provide departmental support, interface with publication support, and provide some project management support to the Office of the Chair.


The ideal candidate for this position will embrace decision making and cognitive thinking, and will have exceptional interpersonal, communication (written and verbal), and organization skills. Proficient calendar management experience is strongly preferred, including experience with managing complex meetings, as is a strong proficiency in presentations and presentation creation. A working knowledge of Excel is also strongly preferred, as is experience with making travel arrangements both domestic and international. A high level of professionalism and the ability to work independently is crucial for this role, while previous experience with staff management is a plus. 



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.
  • Exceptional communication skills (written and verbal) strongly preferred.
  • Experience with staff management is a plus.
  • Previous work experience in a healthcare and/or academic setting 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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