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Executive Assistant

RADIOLOGY LTD PLC

Tucson, AZ

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JOB DETAILS
SKILLS
Administrative Skills, Best Practices, Budgeting, Business Administration, Calendar Management, Catering Services, Coaching, Communication Skills, Contract Management, Copying Machines, Custodial Services, Data Entry, Detail Oriented, Diagnostic Radiology, Disciplinary Action, Document Scanners, Documentation, Establish Priorities, Event Management, Executive Assistant Skills , Facilities Management, Fax Machines, Fellowship, HIPAA (Health Insurance Portability and Accountability Act), HRIS/HRMS, Healthcare, Hospital, Keyboards, Leadership, Logistics, Logistics Management, Medical Imaging, Mentoring, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Visio, Microsoft Word, Multitasking, Neuroradiology, Office Equipment, Office Management, Onboarding, Operational Support, Pediatrics, People Management, Performance Management, Physical Demands, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Project Schedule, Project Tracking, Project/Program Coordination, Project/Program Management, Purchasing/Procurement, Radiology, Regulations, Regulatory Compliance, Reimbursement, Reporting Skills, Schedule Development, Scholarship, Service Delivery, Strategic Planning, Support Documentation, Systems Administration/Management, Team Lead/Manager, Technical Delivery, Time Management, Training/Teaching, Travel Planning, Typing, Vendor/Supplier Management, Willing to Travel, Writing Skills
LOCATION
Tucson, AZ
POSTED
6 days ago
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 ofRadiology 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 fosteringefficiency, 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 Support
  • Servesas 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
  • Provides new hire training on QGenda (physician scheduling software) and serves as a subject matter expert for scheduling functions and best practices
  • 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
Team Supervision & Staff Management
  • 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
Other Duties
  • 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 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
  • Skill in supervising, mentoring, and developing administrative support staff
  • 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 related field; Bachelor's degree strongly preferred
  • Minimum of 5 years of executive-level administrative experience supporting Executive Suite or senior leadership
  • Minimum of 2 years of supervisory or team lead experience in a professional office setting
  • Experience in healthcare preferred
  • Experience in coordinating complex schedules, managing projects, and handling confidential information required
  • 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:
  • 5%; primary local travel between clinic sites with rare out-of-town or our-of-state travel, which may increase slightly with future organizational expansion


What's in it for YOU?

We offer full benefits including medical plans with matching HSA, a free dental plan, low cost vision plan, free life insurance, 401(k) pension plan, paid time off, short- & long-term disability, free telemed service as well as other work site benefits! We have employee events throughout the year for all staff, an annual family picnic as well as group hikes, walks and paid time for community service events. Annual merit increases and bonuses.

About our Company:

This entry level position has room to grow with our company. We have educational scholarships that are available for careers in medical imaging. If you are looking to make a difference and leverage your abilities - you belong at our company. As a partner company of Lumexa Imaging we are the premier provider of diagnostic and interventional radiology services in Southern Arizona since 1933. Our company's subspecialized, fellowship-trained experts in body imaging, breast imaging, interventional radiology, molecular imaging, musculoskeletal imaging, neuroradiology, and pediatric radiology utilize advanced technology to deliver high-quality expedient interpretations. Our radiologists are leaders in the medical community, participating and serving in leadership roles in local hospitals and regional medical societies.

Apply now and join our team.

Radiology Ltd. has been named one of the "Top 25 Connected Healthcare Facilities" in the nation by Health Imaging and IT. Our innovative web portals allow providers and patients to securely order exams and access reports and images.

About the Company

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RADIOLOGY LTD PLC