Executive Assistant to Leadership | Calendar & Travel Maestro

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

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.