Executive Assistant

Job DetailsJob Location: Wilmot Administration - Tucson, AZ 85711Position Type: Full TimeEducation Level: High SchoolJob Shift: DaysJob Category: Admin - ClericalRadiology 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
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


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 c