Executive Assistant- Fixed Term Contract

Location: UPMC Whitfield Hospital

Job type: Fixed Term

UPMC Whitfield are recruiting an Executive Assistant, fixed term contract for 11 months. This position provides administrative support to the General Manager of UPMC Whitfield Hospital. As a UPMC employee you will adopt the overarching mission, vision and Values of UPMC and become familiar with the specific departments and services of UPMC Ireland. The candidate for this position will be a dynamic individual who can follow direction and also use their initiative to ensure tasks are completed to the standard consisted with UPMC expectations. The right individual will have an impeccable eye for detail and will be able to present and deliver work, which is both factually correct and aesthetically pleasing. This position is suited to a person who has excellent organizational skills and has an ability to multitask and prioritise tasks on their agenda. The self-motivated employee will have the opportunity to express their creativity and IT skills throughout this role. Ultimately, the successful applicant will ensure the efficient and smooth day-to-day operations for the General Manager, whilst also applying their skill set to report/presentation preparation, and visual displays. This role requires the handling of sensitive and confidential information, must ensure discretion and maintain strict confidentiality at all times.

• Exhibit polite and professional communication via phone, e-mail and face-to-face encounters.
• Maintain and coordinate calendars, scheduling internal and external meetings with efficiency and discretion
• Maintain, manage and track consultant files.
• Lead the onboarding process for new consultants
• Answer calls and take messages or offer the appropriate answer to the caller's request.
• Organise, maintain and schedule appointments as requested by the GM.
• Plan meetings and take notes/minutes where necessary.
• Draft and distribute email and memo correspondence's when required.
• Act as a point of contact for individuals, both internally and externally, who wish to contact the GM.
• Keep up with all reoccurring meetings and appointments which the GM must attend on a weekly/monthly/quarterly/annual basis. Ensure that any material which must be presented or brought to these forums are prepared and up to date.
• Communicate with the GM to bring awareness to upcoming obligations, deadlines and meetings.
• Ensure that material which you have prepared has been submitted with time for review and feedback.
• Provide general support to GM for any ad-hoc assistance that is needed.
• Deal with incoming all outgoing post appropriately.
• Assist with management of and communication to consultant suites.
• Assist/action any legal correspondence received and liaise with Director of Insurance
• Manage meeting room bookings to ensure effective use of space and resources
• Organise accommodation arrangements for senior leadership and consultants
• Manage and approve expenses for the General Manager using the Concur system, ensuring compliance and accuracy
• Raise and follow up on Purchase Orders (POs) using SAP, ensuring accuracy and timely processing
• Oversee the approval and tracking of annual leave for all direct reports to the General Manager
• Plan and execute in-person and virtual meetings, events, and social functions including Christmas Party
• Promote and nurture internal and external business relationships to support collaboration and organisational goals

• 3-5 years' experience in an administration role supporting a senior executive
• Vigilance and Attention to detail.
• Ability to multitask and prioritise accordingly.
• Work towards and meet deadlines.
• Calendar management.
• IT skills, proficiency in; MS Word/PowerPoint/Excel; Outlook; Folder management and systematic Filing
• Infographics/organisational structures/workflow productions
• Experience minuting meetings and managing timelines for reporting
• Time management skills, high level of accuracy and attention to detail
• Superior problem solving and conflict resolution skills
• Excellent communication skills - written and verbal
• Positive outlook and demeanour
• Relationship management and strong interpersonal skills

UPMC is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

At UPMC we provide a total rewards program that is not only market competitive, but fair and provides growth opportunities for all our colleagues.

Compensation - Competitive pay for the work employees do - base pay, performance related pay and premium pay where applicable.

Benefits - Fully paid maternity and paternity leave for new parents. Competitive Pension Plan, company funded Death in Service Benefit x 3 times. Critical Illness cover for all employees up to the age of 66.

Performance and Recognition - Rewards for performance that supports the goals and mission of UPMC through our annual ACES programme.

Work-Life Balance - Enhanced annual leave up to a maximum of 27 days. Flexible working opportunities to support you to work around external family commitments.

Development and Career Opportunities - Opportunities for each employee to reach their career goals through continued learning and/or advancement.

UPMC is a renowned multinational academic medical centre committed to delivering people-focused care that's close to home. Headquartered in Pittsburgh and affiliated with the University of Pittsburgh Schools of the Health Sciences, UPMC shapes the future of health through clinical and technological innovation, research and education. UPMC expands its expertise globally, bringing world-class care across continents through its UPMC International division - an owned and operated network of hospitals and ambulatory care centres in Italy, Ireland and Croatia. UPMC International brings new access to the signature specialty services of UPMC Hillman Cancer Centre, UPMC Sports Medicine and others to more people in more places around the world. In Ireland UPMC has provided high-quality healthcare in the South East since 2006. UPMC's operations in Ireland now include UPMC Whitfield Hospital in Waterford, UPMC Sports Surgery Clinic in Dublin, UPMC Kildare Hospital in Clane, and UPMC Aut Even Hospital in Kilkenny. Outpatient care is available at the UPMC Carlow Outreach Centre, UPMC Hillman Cancer Centre radiotherapy locations in Waterford and Cork, UPMC The 4th Practice in Mallow, and across UPMC Sports Medicine Clinics in Dublin, Waterford, Limerick, Tipperary, Cork, and Mayo. UPMC has also established a nationwide Concussion Network. UPMC's Global Technology Operation Centre is based in Kilkenny.