Executive Assistant

F. W. HUSTON MEDICAL CENTER; Glendale (AZ); On-site; USD 45,000 - 65,000; Full time

Job summary

F. W. Huston Medical Center seeks an Executive Assistant to provide high-level administrative support to leadership, managing complex calendars, travel itineraries, and confidential information to maximize leadership productivity.

The role requires 3–6 years of admin experience, strong communication, and proficiency with Microsoft 365. Daily duties include scheduling, correspondence, and event support in a fast-paced hospital environment.

Qualifications

• 3–6+ years of proven experience in an administrative role supporting upper management.
• Must have an acceptable background check.
• High school diploma or equivalent.
• Experience with Microsoft 365 preferred.
• Minimum of 1 year administrative experience required.

Responsibilities

• Manage complex schedules, prioritize meeting requests, and resolve scheduling conflicts.
• Coordinate team appointments by phone, email, and calendar with internal and external customers.
• Protect legal, corporate, and organizational documents and handle sensitive information with strict confidentiality.
• Prepare agendas, record meeting minutes, send reminders, set up conference rooms and technology, and coordinate events or offsite meetings.
• Arrange detailed travel itineraries, accommodations, staff per diem, and petty cash.
• Create and edit professional presentations, spreadsheets, reports, and special administrative projects.
• Answer calls, route messages, draft emails, and prepare professional letters.
• Maintain filing systems and liaise with all FWH departments.
• Assist with appreciation, fundraising, and special events, including memorial flowers.

Skills

Professionalism

Stakeholder liaison

Communication skills

Confidential information handling

Microsoft 365

Google Workspace

Time management

Multitasking

Proactive

Education

High school diploma or equivalent

Tools

Microsoft 365

Google Workspace

Job description

JOB TITLE: Executive Assistant

FLSA STATUS: Non-Exempt

DIVISION: Administration

Status: Full-Time

Schedule: Monday - Friday, 8:00 a.m. - 4:30 p.m.

Position Summary

Provides high-level, administrative support to FWH leadership. The Executive Assistant will act as a primary gatekeeper and operational partner, managing complex calendars, communication flows, travel itineraries, and confidential information to maximize leadership productivity

Essential Job Functions

• Manage complex schedules, prioritize meeting requests, and resolve scheduling conflicts.
• Coordinate team appointments by phone, email, and calendar with internal and external customers.
• Protect legal, corporate, and organizational documents and handle sensitive information with strict confidentiality.
• Prepare agendas, record meeting minutes, send reminders, set up conference rooms and technology, and coordinate events or offsite meetings.
• Support regulatory and contractual requirements and related communications.
• Arrange detailed travel itineraries, accommodations, staff per diem, and petty cash.
• Coordinate education, training, conference travel, and registration.
• Maintain policies, procedures, plans, contracts, and handbooks.
• Create and edit professional presentations, spreadsheets, reports, and special administrative projects.
• Answer calls, route messages, draft emails, and prepare professional letters.
• Manage filing systems and serve as a liaison with all FWH departments.
• Maintain a current list of associations, memberships, contracts, and points of contact.
• Assist with appreciation, fundraising, and special events, including memorial flowers.
• Demonstrate a positive customer service attitude.
• Perform other duties as assigned.

Qualifications

Education/Experience: Three (3) to six (6+) years of proven experience in an administrative role supporting upper management. Must have an acceptable background check.

Job Requirements

• High school diploma or equivalent.
• Experience in Microsoft 365 preferred.
• Minimum of 1 year administrative experience required.

Skills

Ability to represent the facility in a professional, positive manner. Serve as a liaison between the executive and internal/external stakeholders. Exceptional written and verbal communication skills with polished interpersonal abilities. Sound judgment and an absolute commitment to handling sensitive, confidential information. Advanced knowledge of office productivity suites (Microsoft Office 365, Google Workspace). Superior time-management capabilities, multitasking skills, and a proactive approach to anticipating needs.

Equipment To Be Used

Computer, printers, copiers, and fax.

Typical Physical/ Mental Demands

Must be able to concentrate and work with frequent interruptions; ability to deal with stressful situations and retain confidential information.

Working Conditions

The employee works in an environment with biological, chemical, and mechanical hazards. The employer will provide appropriate training, protective equipment, and engineering controls for the protection and safety of the employee. As a condition of employment, the employee is required to abide by all risk management regulations including the proper use of protective devices and procedures.