Executive Assistant

GILA REGIONAL MEDICAL CENTER; Silver City (NM); On-site; USD 55,000 - 75,000; Full time

Job summary

Gila Regional Medical Center is seeking an Executive Assistant to support the GME residency program and the Region 5 Rural Health Transformation Initiative. The role requires handling confidential information and providing high‑level administrative support to the CEO and COO.

Experience with meeting coordination, data maintenance, and travel arrangements is essential. The position is based in Silver City, NM and is contingent upon funding.

Qualifications

• Associates Degree preferred; minimum 2+ years as an Executive Assistant to senior management or similar.
• Advanced Microsoft Office skills; ability to learn hospital-specific software.

Responsibilities

• Provide administrative support to the GRMC GME residency program and related initiatives.
• Maintain confidentiality of sensitive information.
• Support CEO and COO with work-related needs.
• Schedule and coordinate meetings, prepare materials, and take minutes.

Skills

Organizational skills

Problem solving

Interpersonal skills

Communication skills

Team coordination

Education

Associates Degree in Business Administration

Tools

Microsoft Office Suite

Job description

GENERAL DESCRIPTION

The Executive Assistant is responsible for providing administrative support to the GRMC GME residency program and the Region 5 Rural Health Transformation Program. This position is contingent upon funding.

ESSENTIAL FUNCTIONS

• Maintains confidentiality to sensitive caregiver, patient, and hospital information.
• Supports the needs of customers entering the office or by phone.
• Supports the Chief Executive Officer and Chief Operating Officer with their work‑related needs.
• Supports all functions related to Graduate Medical Education (GME) program and Healthy Horizons Hub (HHH).
• Ensures compliance with GME requirements.
• Maintains GME residency databases and records; tracks rotations, evaluations, work hours, licenses, scholarly activities, and credentialing.
• Maintains grant applicant and award database; tracks progress; and provides reports to GRMC COO.
• Serves as a liaison between GME Institution staff and GME GRMC staff.
• Serves as a liaison between grant applicants, HHH board, and COO.
• Schedules and coordinates meetings, including preparing all meeting materials, setting up equipment, ordering food, and taking and preparing minutes.
• Maintains filing system.
• Processes paperwork and mail.
• Enters computer data and prepares reports.
• Makes and/or coordinates travel, housing, and education arrangements for GME staff.
• Orders office supplies and equipment.
• Prepares memos, correspondence, check requests and travel expense reimbursements.
• Coordinated special events for GME staff and HHH leaders.
• Other duties as assigned.

Requirements

EDUCATION & TRAINING REQUIREMENTS

• Associates Degree in Business Administration or related field (preferred).
• Minimum of 2+ years of experience as an Executive Assistant reporting directly to senior management preferred; or 2+ years experience reporting directly to mid-level or upper-level management
• Advanced Microsoft Office skills, with an ability to become familiar with hospital‑specific programs and software
• Strong organizational and problem‑solving skills with impeccable multi‑tasking abilities
• Exceptional interpersonal skills
• Friendly and professional

Note: Job description available upon request.

**All required documents must be presented at time of hire.**

EXTERNAL APPLICANT: Employment is contingent upon successful completion of pre‑employment drug and alcohol testing.

GRMC is an Equal Opportunity Employer