Executive Assistant

Overview Job Location: Wilmot Administration - Tucson, AZ 85711 Position Type: Full Time Education Level: High School Job Shift: Days Job Category: Admin - Clerical Radiology Ltd. is seeking an Executive Assistant to support the Administrative Leadership team. The hours are Monday-Friday 8 AM - 5 PM. The Executive Assistant serves as a highly trusted, proactive administrative partner to the Chief Operating Officer (COO), President, Vice Chair, and the Senior Leadership Team (SLT) of Radiology Ltd. This role is responsible for ensuring the seamless operation of executive-level functions through strategic calendar management, executive communications, operational coordination, and oversight of complex projects and organizational initiatives. The Executive Assistant exercises discretion and independent judgment in managing executive priorities, coordinating operational activities, handling confidential organizational matters, and supporting executive decision-making processes. This position plays a key role in fostering organizational efficiency, anticipating leadership needs, and representing the Executive Suite with professionalism and discretion in interactions across all levels of the organization and with external stakeholders. Duties / Responsibilities Executive Administration Support: Serves as the primary administrative and operational support to the COO, President, and Vice Chair of Radiology Ltd., managing complex calendars, scheduling meetings, and coordinating logistics using systems such as QGenda and Outlook Exercising independent judgment in prioritizing executive schedules, resolving scheduling conflicts, and determining appropriate allocation of executive time and organizational priorities Acts as the main point of contact for internal and external communications for the Executive Suite, exercising discretion in prioritizing communications, responding on behalf of leadership when appropriate, and ensuring timely and professional correspondence Serves as the primary administrative point of contact for physicians, supporting operational needs such as onboarding/offboarding, system access, and general coordination Coordinates operational and administrative activities on behalf of physician leadership, including HRIS updates, IT ticket submissions, and coordination with internal departments Oversees the day-to-day operations of the executive office, including liaising with third-party vendors, coordinating facilities and janitorial services, ensuring operational readiness, and identifying opportunities to improve administrative workflows and operational efficiency Manages the preparation, organization, and distribution of high-level documentation, including reports, memoranda, presentations, and meeting materials using Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Visio, etc.) Prepares executive summaries, reports, and presentation materials utilized in leadership review and operational planning Coordinates travel arrangements, meeting venues, catering, invitation distribution, and response tracking for executive meetings and events Maintains physical and electronic filing systems, acting as custodian of confidential corporate documents and records Interfaces directly with Radiology Ltd. physicians to route inquiries, facilitate communications, and ensure issues are directed appropriately Supports strategic initiatives and projects assigned by the COO, including independent coordination of follow-up activities, tracking deliverables, and facilitating communication across departments and stakeholders Maintains strict confidentiality and professionalism at all times Holds and maintains a notary public designation to support executive documentation needs Provides new hire training on QGenda and serves as a subject matter expert for physician scheduling functions and best practices Manages physician resident contracts, scheduling, and payroll processes, ensuring timely processing, accuracy, and compliance with organizational standards Oversees and manages the Concur system for physicians and executive leadership, including travel booking, expense reimbursements, and approvals Coordinates and executes event planning for executive and physician events, including venue selection, logistics, and vendor coordination Oversees procurement activities for the Administration Department, ensuring appropriate purchasing approvals, vendor management, and budget alignment Independently establishes work priorities and manages competing demands in a fast-paced executive environment with minimal supervision Project & Operational Support Manages and coordinates executive initiatives and special projects assigned by the COO, President, Vice Chair, or Senior Leadership Team, including tracking timelines, facilitating organizational follow-up, and coordinating with stakeholders to support executive priorities Assists with coordination across departments to support executive priorities and organizational initiatives Researches, analyzes, and recommends administrative and operational solutions to improve executive workflows and organizational efficiency Helps monitor and support administrative processes related to scheduling, documentation, and executive workflows Provides support with procurement-related tasks for the Administration Department, including purchase coordination and vendor communications as directed Assists in maintaining executive office readiness, including coordination with facilities, vendors, and service providers as needed Other Duties Performs additional duties, projects, and responsibilities as assigned by the COO, President, or Vice Chair Represents executive leadership professionally in interactions with physicians, vendors, business partners, and organizational stakeholders Qualifications Knowledge of executive-level administrative practices Knowledge of and adherence to company policies, procedures, and confidentiality protocols Knowledge of HIPAA regulations and the handling of sensitive information Knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Visio) and calendar management systems such as Outlook Skill in managing multiple calendars, coordinating complex schedules, and organizing meetings across departments and stakeholder groups Skill in written and verbal communication, including drafting memoranda, preparing reports, and professionally corresponding on behalf of executives Skill in evaluating priorities, exercising independent judgment, and managing competing executive and operational demands Skill in prioritizing tasks, problem-solving, and managing competing demands in a high-stakes environment Ability to exercise discretion, sound judgment, and confidentiality in handling sensitive executive and organizational matters Ability to independently analyze situations, recommend solutions, and resolve administrative and operational issues Ability to work independently with minimal supervision and to take initiative in anticipating and meeting executive needs Ability to represent the Executive Office professionally in interactions with physicians, staff, vendors, and external partners Ability to manage logistics for meetings, travel, and events with accuracy and attention to detail Ability to multitask effectively and respond with agility in a fast-paced, dynamic work environment Ability to maintain consistent attendance, reliability, and punctuality Ability to remain calm, resourceful, and composed in high-pressure or challenging situations Education and Experience Associate’s degree in Business Administration, Communications or related field; Bachelor’s degree strongly preferred Minimum of 5 years of executive-level administrative experience supporting Executive Suite or senior leadership Experience in healthcare preferred Experience in coordinating complex schedules, managing projects, and handling confidential information required Notary Public (or ability to obtain) preferred Physical Requirements Primarily sedentary work with occasional standing, walking, bending, and reaching Requires the ability to sit for extended periods while performing computer-based tasks Requires the use of standard office equipment, such as computers, telephones, copiers, scanners, and fax machines Requires computer-related activities, including typing and data entry, for extended durations Requires the ability to see, hear, speak, write, and operate a keyboard and mouse effectively Occasional lifting and carrying of materials or office supplies up to 20 lbs Must be able to move throughout the office to attend meetings, retrieve documents, and interface with staff Travel 5%; primary local travel between clinic sites with rare out-of-town or out-of-state travel, which may increase slightly with future organizational expansion Note All content is provided for job description formatting refinement. This version excludes promotional and company overview content not essential to the role and responsibilities. #J-18808-Ljbffr