Job Description

This position is full time supporting Executive Leadership (CEO, COO, CNO) at our Houghton and Sahuarita Hospitals.

Office Hours: Monday - Friday, 8-hr days.

Job Summary

The Executive Assistant provides comprehensive administrative support to department leaders, ensuring the efficient management of clerical, operational, and business-related tasks. This role handles scheduling, communication, and organizational responsibilities while maintaining professionalism and confidentiality. The Executive Assistant serves as a liaison between leadership, staff, and external stakeholders, contributing to operational excellence and fostering positive relationships.

Essential Functions

Manages calendars, schedules meetings, and coordinates travel arrangements for department leaders. Organizes and prepares for meetings, including drafting agendas, compiling materials, and recording and distributing minutes. Maintains organized systems for managing documentation, correspondence, and departmental records. Screens and routes incoming calls and visitors, ensuring inquiries are addressed appropriately. Assists in compiling and organizing data for reports, presentations, and decision-making. Coordinates office supplies, inventory, and other operational needs to ensure smooth workflow. Provides support for policy and procedural updates, including communicating changes to staff. Handles confidential and sensitive information with discretion and professionalism. Acts as a liaison between department leaders, staff, and external stakeholders, fostering effective communication. Performs other duties as assigned. Complies with all policies and standards.

Qualifications

H.S. Diploma or GED required Associate Degree in Business Administration, Healthcare Administration, or a related field preferred 3-5 years of administrative or executive support experience required Experience in a healthcare or facility setting preferred

Knowledge, Skills and Abilities

Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office equipment. Excellent organizational and time management skills with attention to detail. Effective verbal and written communication skills, including the ability to draft professional documents and reports. Demonstrated ability to handle confidential and sensitive information with discretion. Strong interpersonal skills to build and maintain positive relationships with staff, leaders, and external stakeholders. Problem-solving skills with the ability to prioritize tasks and manage competing demands.