Executive Assistant I

Executive AssistantUPMC 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 efficientlyMaintains accurate filing systems with the highest regard for confidentiality, organization, and timely retrieval of documentsPrioritizes and manages multiple projects simultaneously, and follows through on issues in a timely mannerCompiles information for the timely preparation of reports and distributes to appropriate individuals within established timelinesInteracts 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 confidentialityProcesses incoming and outgoing mail.

Maintains confidentiality of mail addressed to the presidentRecords and distributes minutes and other relevant information to appropriate participants in a timely mannerUses sound judgment and knowledge of UPMC and its policies and procedures to respond to questions, requests, or needsArranges travel schedule and reservations for executive management as neededResponsible for calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetingsHigh school diploma or equivalent8 years experience in an increasingly responsible administrative support role5+ years experience with support at the executive levelDemonstrates proficiency in core MS Office applications, including Word, Excel, PowerPoint, and OutlookExcellent calendar management skills, including the coordination of complex executive meetingsExperience assisting management with the creation of PowerPoint presentationsExperience scheduling travel arrangements for managementLicensure, Certifications, and Clearances: Act 34UPMC is an Equal Opportunity Employer/Disability/Veteran