Executive Assistant

Executive Assistant

Wilmot Administration
- Tucson, AZ

Position Type Full Time Job Shift Days Education Level High School 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 highly trusted and proactive partner to the Chief Operating Officer (COO), President, and Vice Chair of Radiology Ltd. This role is responsible for ensuring the seamless operation of executive-level functions through strategic calendar management, high-level administrative support, confidential communications, and coordination of complex projects. The Executive Assistant plays a key role in fostering 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.

Executive 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
• Acts as the main point of contact for internal and external communications for the Executive Suite, 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
• Executes routine managerial tasks 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, and ensuring the physical workspace is functional, well-stocked, and maintained
• 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.)
• 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 various strategic initiatives and projects assigned by the COO, including event coordination, project tracking, and meeting facilitation
• 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
• Manages physician resident contracts, their scheduling, and payroll, ensuring timely processing, accuracy, and compliance with organizational standards
• Oversees and manages the Concur system for the physicians, COO, President, and Vice Chair, 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

• Oversees onboarding, training, and day-to-day supervision of office support staff, ensuring alignment with departmental standards and expectations
• Participates in recruitment, interviewing, and hiring processes for administrative roles
• Conducts regular team meetings and one-on-one check-ins to support communication, development, and engagement
• Approves timecards, monitors attendance, and manages schedules to ensure appropriate coverage and continuity of service
• Leads performance management activities, including evaluations, coaching, performance improvement plans, and when necessary, disciplinary action or terminations
• Assigns responsibilities, sets priorities, and ensures staff are equipped to meet department goals
• Directly manages the Patient Advocate position, providing direction, oversight, and support to ensure effective service delivery and alignment with organizational values

• Performs additional projects and responsibilities as assigned by executive leadership

Required Knowledge, Skills, and Abilities:

• Knowledge of executive-level administrative practices and office management principles
• 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…