Executive Assistant II

UPMC University of Pittsburgh Physicians is hiring a Full-Time Executive Assistant II to help support our Neurology Administration team.

Hours:

Monday through Friday, standard business hours.

Location:

3471 Fifth Avenue, Pittsburgh

Department Details:
This role will support our Department Chair for Neurology, and provide other department level support for the executive leadership team.

Purpose:

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

Responsibilities:

+ Prioritizes and manages multiple projects simultaneously, and follows through on issues in a timely manner

+ 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

+ Compiles information for the timely preparation of reports and distributes to appropriate individuals within established timelines

+ 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

+ Records and distributes minutes and other relevant information to appropriate participants in a timely manner

+ Arranges travel schedule and reservations for executive management as needed

+ Answers phones and directs all incoming calls to appropriate party promptly and efficiently

+ Responsible for calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings

+ Uses sound judgment and knowledge of UPMC and its policies and procedures to respond to questions, requests, or needs

+ 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 34

UPMC is an Equal Opportunity Employer/Disability/Veteran