Administrative Assistant
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 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 Administrative Assistant serves as a highly trusted, proactive administrative partner to the Executive Assistant 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 Administrative Assistant supports the Executive Assistant 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.
Duties/Responsibilities:
- Provides high-level administrative and operational support to the Executive Assistant, 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 Executive Assistant 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 Executive Assistant.
- 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
Project & Operational Support:
- 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
Other Duties:
- Performs additional duties, projects, and responsibilities as assigned by the Executive Office Manager or Senior Leadership Team
Required Knowledge, Skills, and Abilities:
- 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
What's in it for you?
We offer full benefits including medical, free dental, vision, life insurances, 401(k), paid time off, short- & long-term disability, telemed services as well as other work site benefits! We have 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 are part of our compensation package.
Qualifications
Required Knowledge, Skills, and Abilities:
- 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
Education and Experience:
- 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
- Experience in healthcare preferred
- Demonstrated experience in coordinating complex schedules, managing projects, and handling confidential information
- 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 Required:
