Executive Assistant I

About the role

UPMC Department of Gastroenterology, Hepatology, and Nutrition is hiring a full-time Executive Assistant I to join their team in Pittsburgh, PA. In this position you will work Monday–Friday daylight hours assisting with calendar management for multiple physicians, administrative tasks such as transcribing letters, and keeping up with licensure requirements and CV updates. This role will provide flexibility for a hybrid work environment once training is completed.

Responsibilities

• Answers phones and directs all incoming calls to the 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 schedules 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

Requirements

• High school diploma or equivalent
• 8 years of experience in an increasingly responsible administrative support role
• 5+ years of 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