Executive Assistant II

UPMC•Pittsburgh, PA

4d•Onsite

About The Position

UPMC University of Pittsburgh Physicians is hiring a full-time Executive Assistant II to support its Neurology Administration team. The position supports the Department Chair for Neurology and provides department-level support to the executive leadership team. It provides high-level administrative support, including conducting research, preparing statistical reports, handling information requests, preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The role is based at 3471 Fifth Avenue in Pittsburgh and works Monday through Friday during standard business hours.

Requirements

High school diploma or equivalent.
At least 8 years of experience in an increasingly responsible administrative support role.
At least 5 years of experience providing executive-level support.
Proficiency in core Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
Excellent calendar management skills, including coordinating complex executive meetings.
Experience assisting management with creating PowerPoint presentations.
Experience scheduling management travel arrangements.
Act 34 clearance.

Responsibilities

Prioritize and manage multiple projects simultaneously, following through on issues in a timely manner.
Interact professionally and confidentially with staff at all levels in a fast-paced environment, remaining flexible, proactive, resourceful, and efficient, including under pressure.
Compile information for timely preparation of reports and distribute it to appropriate individuals within established timelines.
Maintain accurate filing systems, ensuring confidentiality, organization, and timely document retrieval.
Process incoming and outgoing mail while maintaining confidentiality of mail addressed to the president.
Record and distribute meeting minutes and other relevant information to appropriate participants in a timely manner.
Arrange travel schedules and reservations for executive management as needed.
Answer incoming calls and promptly and efficiently direct them to the appropriate party.
Manage calendars, coordinating complex executive meetings with internal and external executives and assistants.
Use sound judgment and knowledge of UPMC policies and procedures to respond to questions, requests, or needs.
Conduct research, prepare statistical reports, handle information requests, prepare correspondence, receive visitors, arrange conference calls, and schedule meetings.