Executive Administrative Assistant

RADIOLOGY LTD LLC•Tucson, AZ

1d•Onsite

About The Position

Radiology Ltd., is a 500-employee medical imaging organization providing World-Class Imaging to improve the health of all Southern Arizona. Radiology Ltd. is seeking a full time Executive Administrative Assistant to join our team. Hours are Monday- Friday 8 AM - 5 PM. This position is based at our Wilmot office on the east side of Tucson. This is an on-site position. The Executive Administrative Assistant serves as a highly trusted, proactive administrative partner to the Executive Office Manager (EOM) and the Senior Leadership Team (SLT). This role provides comprehensive executive-level administrative, operational, and coordination support to ensure the smooth and efficient functioning of the Administration Department. The Executive Administrative Assistant supports the EOM and SLT through advanced calendar management, confidential communications, project coordination, and day-to-day executive office operations. This position requires exceptional discretion, organization, judgment, and professionalism in interactions across all levels of the organization and with external stakeholders.

Requirements

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 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 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
Associate’s degree in Business Administration, Communications, or a related field preferred; some college coursework considered in lieu of a degree
Minimum of 1 year of executive-level administrative experience supporting Executive Suite or senior leadership

Nice To Haves

Experience in healthcare preferred
Demonstrated experience in coordinating complex schedules, managing projects, and handling confidential information
Notary Public (or ability to obtain) preferred

Responsibilities

Provides high-level administrative and operational support to the Executive Office Manager, Senior Leadership Team, and Physicians, including complex calendar management, scheduling, and coordination using tools such as QGenda and Outlook
Serves as the primary front desk presence for the administrative office, providing professional first point-of-contact coverage throughout the business day
Assists the EOM in managing executive calendars by anticipating conflicts, prioritizing requests, and ensuring alignment with organizational priorities
Serves as a key point of contact for internal and external communications on behalf of the EOM and SLT, drafting and responding to correspondence with professionalism and timeliness
Coordinates logistics for executive and SLT meetings, including agendas, meeting materials, invitations, venues, catering, and attendance tracking
Maintains physical and electronic filing systems, ensuring accurate recordkeeping and safeguarding confidential and sensitive information
Supports physician and executive operational needs by assisting with onboarding/offboarding processes, system access coordination, HRIS updates, and IT ticket submissions as directed by the EOM
Interfaces with physicians, leaders, and administrative teams to route inquiries, facilitate communication, and ensure timely resolution of issues
Coordinates travel arrangements and expense management support for SLT members, including assistance with Concur for bookings, reimbursements, and documentation
Assists with executive and physician event planning, including logistics coordination, vendor communication, and on-site support as needed
Provides back-up and overflow support for EOM responsibilities to ensure continuity of Executive Office operations
Greets and assists visitors, vendors, physicians, and employees, ensuring a welcoming and secure front lobby experience
Facilitates and tracks incoming and outgoing deliveries, including mail, packages, courier services and sensitive or time-sensitive materials
Coordinates building access and visitor protocols in alignment with administrative office standards
Maintains strict confidentiality, discretion, and professionalism at all times
Supports strategic initiatives and special projects assigned by the Executive Office Manager or Senior Leadership Team, including tracking action items, timelines, and deliverables
Assists with coordination across departments to support executive priorities and initiatives
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
Performs additional duties, projects, and responsibilities as assigned by the Executive Office Manager or Senior Leadership Team

Benefits

medical
free dental
vision
life insurances
401(k)
paid time off
short- & long-term disability
telemed services
employee events throughout the year for all staff including an annual family picnic, group hikes, walks and community service events
Annual bonuses and merit increases