Administrative Assistant

Job Details

Job Location:

Wilmot Administration
- Tucson, AZ 85711

Position Type:
Full Time

Education Level: High School

Job Shift: Days

Job Category:
Admin
- Clerical

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 8AM - 5PM. This position is based at our Wilmot office on the east side of Tucson. This is an on‑site position.

• 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.

• 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.

• 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…