Executive Assistant - TMC Health System

Tucson Medical Center; Tucson (AZ); On-site; USD 50,000 - 75,000; Full time

Job summary

Tucson Medical Center seeks an Executive Assistant to provide advanced, confidential administrative support to the Executive Team and reception duties. You will manage calendars, coordinate meetings, prepare materials and reports, and assist with board-related tasks as needed.

The role requires strong MS Office skills, excellent written and verbal communication, and the ability to handle sensitive information with discretion.

Qualifications

• Associate's degree or equivalent from two-year college or technical school; Bachelor's degree strongly preferred.
• Three (3) years of strong administrative staff support work.
• No licensure or certification required.

Responsibilities

• Provides advanced administrative support for the Executive Team and reception duties for TMCH.
• Manages calendars and coordinates meetings, agendas, and materials; records minutes as needed.
• Prepares reports, presentations, and correspondence; drafts documents for VP signatures.
• Coordinates travel arrangements and itineraries for executives and traveling staff.
• Screens inquiries, handles confidential information, and maintains sensitive materials and files.
• Schedules, drafts agendas for board/subcommittees, and assists with related meetings.

Skills

Office management

Calendar management

MS Office (Advanced)

Data reporting

Written communication

Education

Associate's degree

Bachelor's degree

Tools

Microsoft Office

PowerPoint

Excel

Word

Job description

Executive Assistant – TMC Health System

Job Category : Clerical

Schedule : Full time

Shift : 1 – Day Shift

SUMMARY

Provides advanced, diversified, and confidential administrative support to Executive Team as well as support at the reception desk. Performs work requiring broad and comprehensive experience, skill and knowledge of organization policies and practices.

ESSENTIAL FUNCTIONS

• Adheres to and supports team members in exhibiting TMCH values of integrity, community, compassion, and dedication.
• Provides direct administrative support for members of Executive Team (CEO, CFO, CNE, VP, etc.) and, on occasion, to members of the Board of Trustees.
• Arranges appointments and meetings; coordinates meeting and agenda materials, maintains calendar for assigned Executive.
• Collects and prepares information for use in discussions and meetings with staff members, customers, and members of the community; records meeting minutes to maintain an accurate record of decisions.
• May staff sensitive Board subcommittees, draft agendas, finalize meeting minutes, and schedule future board committee meetings.
• Screens telephone calls and visitors, responds to enquiries for information and troubleshoots issues that might arise.
• Compiles and computes data and creates reports for presentation to management. Formats special reports and presentations including power points and graphics.
• Drafts office policies and procedures and makes recommendations for changes to ensure operational efficiency.
• Initiates and drafts correspondence and memoranda for VP signature; may also create documents from dictation, verbal direction, or from knowledge of TMCH policy or procedures.
• Coordinates travel arrangements and itineraries directly or through travel agencies for assigned VP and others that might be traveling together for business.
• Administers controls on receipts and acknowledgement of materials and supplies, along with managing purchasing records.
• Adheres to TMCH organizational and department-specific safety, confidentiality, values, policies, and standards.

Performs related duties as assigned.

MINIMUM QUALIFICATIONS

EDUCATION: Associate's degree or equivalent from two-year college or technical school. Bachelor’s degree strongly preferred.

EXPERIENCE: Three (3) years of strong administrative staff support work.

LICENSURE OR CERTIFICATION: None required.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of office management principles and practices.
• Advanced skills in organizing tasks and maintaining schedules, calendars, and workflow for large and complex office.
• Advanced skills in the use of computer applications and Microsoft Office products and in creating databases, power points, and spreadsheets.
• Ability to use independent judgment in responding to requests for information, solving operational issues, and maintaining sensitive materials and other office records and files.
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to inquiries or complaints from employees, patients and/or their representatives, and the general public.
• Ability to calculate figures and compute rate, ratio, and percentage and to draw and interpret bar graphs.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.