Executive Assistant I

Harrisburg, Pennsylvania

Industry: Hospital

Salary: Competitive

Job type: Full-Time

The Vice President of Operations is looking a new Executive Assistant I to support the administrative office and campus work environment.

This position will manage the VP of Operations schedule, coordinate meetings, and support daily office functions.

Schedule: Monday - Friday from 8:00 a.m. - 4:30 p.m./some flexibility. No weekends or holidays!

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:

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 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 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.
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: