Executive Assistant

RADIOLOGY LTD LLC•Tucson, AZ

11d•Onsite

About The Position

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.

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 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
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
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

Nice To Haves

Experience in healthcare preferred
Notary Public (or ability to obtain) preferred

Responsibilities

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
Exercises 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
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
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 stake holders