Executive Assistant I

UPMC Medical Education is seeking a highly organized and proactive Executive Assistant to support senior leadership within our administrative office located at 3600 Forbes Avenue, Forbes Tower – Suite 140, Pittsburgh, PA 15213. This role provides calendar management and meeting coordination for multiple leaders, including agenda preparation, meeting minutes, and annual task tracking to ensure key initiatives stay on schedule. The ideal candidate is detail-oriented, responsive to direction, and comfortable working independently on tasks such as Excel-based reports, PowerPoint presentations, and drafting professional email communications. This position operates primarily during standard hours of 8:00 a.m.–4:30 p.m., with a mix of in-office and remote work available after the first three months, as well as additional flexibility options to support work–life balance. Occasional support for evening events (approximately 6–8 times per year) may be available but is typically optional. This is an excellent opportunity to join a collaborative, mission-driven team in a solely administrative setting with room to make a meaningful impact.

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

• 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