Executive Assistant II

UPMC • Pittsburgh, PA

2d

About The Position

This position provides the highest level of diversified administrative support for the department, demonstrating exceptional interpersonal and communications skills to contribute to the effectiveness of this office. The incumbent exercises judgement and decision-making based on sound knowledge of the policies and procedures of the Treasury Department. Because of the exposure to sensitive and confidential information, the position demands a high level of integrity and discretion. The Executive Assistant must contribute to the efficiency and effectiveness of the office through timely, accurate, and confidential support; through preparing, gathering, and summarizing data; and through expanding workflow. This is accomplished through initiative and resourcefulness.

Requirements

• 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
• Act 34

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 parties 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED