Administrative Assistant

RADIOLOGY LTD LLC

Radiology Ltd., is a 500-employee medical imaging organization providing World-Class Imaging to improve the health of all Southern Arizona. Radiology Ltd. is seeking a full time Administrative Assistant to join our team. Hours are Monday- Friday 8 AM - 5 PM. This position is based at our Wilmot office on the east side of Tucson. This is an on-site position.

The Administrative Assistant serves as a highly trusted, proactive administrative partner to the Executive Assistant and the Senior Leadership Team (SLT). This role provides comprehensive executive-level administrative, operational, and coordination support to ensure the smooth and efficient functioning of the Administration Department. The Administrative Assistant supports the Executive Assistant and SLT through advanced calendar management, confidential communications, project coordination, and day-to-day executive office operations. This position requires exceptional discretion, organization, judgment, and professionalism in interactions across all levels of the organization and with external stakeholders.

Duties/Responsibilities

Executive Administration Support

Provides high-level administrative and operational support to the Executive Assistant, Senior Leadership Team, and Physicians, including complex calendar management, scheduling, and coordination using tools such as QGenda and Outlook
Serves as the primary front desk presence for the administrative office, providing professional first point-of-contact coverage throughout the business day
Assists the Executive Assistant in managing executive calendars by anticipating conflicts, prioritizing requests, and ensuring alignment with organizational priorities
Serves as a key point of contact for internal and external communications on behalf of the EOM and SLT, drafting and responding to correspondence with professionalism and timeliness
Coordinates logistics for executive and SLT meetings, including agendas, meeting materials, invitations, venues, catering, and attendance tracking
Maintains physical and electronic filing systems, ensuring accurate recordkeeping and safeguarding confidential and sensitive information

Supports physician and executive operational needs by assisting with onboarding/offboarding processes, system access coordination, HRIS updates, and IT ticket submissions as directed by the Executive Assistant.
Interfaces with physicians, leaders, and administrative teams to route inquiries, facilitate communication, and ensure timely resolution of issues
Coordinates travel arrangements and expense management support for SLT members, including assistance with Concur for bookings, reimbursements, and documentation
Assists with executive and physician event planning, including logistics coordination, vendor communication, and on-site support as needed
Provides back-up and overflow support for EOM responsibilities to ensure continuity of Executive Office operations
Greets and assists visitors, vendors, physicians, and employees, ensuring a welcoming and secure front lobby experience
Facilitates and tracks incoming and outgoing deliveries, including mail, packages, courier services and sensitive or time-sensitive materials
Coordinates building access and visitor protocols in alignment with administrative office standards
Maintains strict confidentiality, discretion, and professionalism at all times

Project & Operational Support

Supports strategic initiatives and special projects assigned by the Executive Office Manager or Senior Leadership Team, including tracking action items, timelines, and deliverables
Assists with coordination across departments to support executive priorities and initiatives
Helps monitor and support administrative processes related to scheduling, documentation, and executive workflows
Provides support with procurement-related tasks for the Administration Department, including purchase coordination and vendor communications as directed
Assists in maintaining executive office readiness, including coordination with facilities, vendors, and service providers as needed

Other Duties

Performs additional duties, projects, and responsibilities as assigned by the Executive Office Manager or Senior Leadership Team

Required Knowledge, Skills, and Abilities:

Knowledge of executive-level administrative practices
Knowledge of and adherence to company policies, procedures, and confidentiality protocols
Knowledge of HIPAA regulations and the handling of sensitive information
Knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Visio) and calendar management systems such as Outlook
Skill in managing multiple calendars, coordinating complex schedules, and organizing meetings across departments and stakeholder groups
Skill in written and verbal communication, including drafting memoranda, preparing reports, and professionally corresponding on behalf of executives
Skill in prioritizing tasks, problem-solving, and managing competing demands in a high-stakes environment
Ability to exercise discretion, sound judgment, and confidentiality in handling sensitive executive and organizational matters
Ability to work independently with minimal supervision and to take initiative in anticipating and meeting executive needs
Ability to represent the Executive Office professionally in interactions with physicians, staff, vendors, and external partners
Ability to manage logistics for meetings, travel, and events with accuracy and attention to detail
Ability to multitask effectively and respond with agility in a fast-paced, dynamic work environment
Ability to maintain consistent attendance, reliability, and punctuality
Ability to remain calm, resourceful, and composed in high-pressure or challenging situations

What’s in it for you?

We offer full benefits including medical, free dental, vision, life insurances, 401(k), paid time off, short- & long-term disability, telemed services as well as other work site benefits! We have employee events throughout the year for all staff including an annual family picnic, group hikes, walks and community service events. Annual bonuses and merit increases are part of our compensation package.

Required Knowledge, Skills, and Abilities:

Knowledge of executive-level administrative practices
Knowledge of and adherence to company policies, procedures, and confidentiality protocols
Knowledge of HIPAA regulations and the handling of sensitive information
Knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Visio) and calendar management systems such as Outlook

Skill in managing multiple calendars, coordinating complex schedules, and organizing meetings across departments and stakeholder groups
Skill in written and verbal communication, including drafting memoranda, preparing reports, and professionally corresponding on behalf of executives
Skill in prioritizing tasks, problem-solving, and managing competing demands in a high-stakes environment
Ability to exercise discretion, sound judgment, and confidentiality in handling sensitive executive and organizational matters
Ability to work independently with minimal supervision and to take initiative in anticipating and meeting executive needs
Ability to represent the Executive Office professionally in interactions with physicians, staff, vendors, and external partners
Ability to manage logistics for meetings, travel, and events with accuracy and attention to detail
Ability to multitask effectively and respond with agility in a fast-paced, dynamic work environment
Ability to maintain consistent attendance, reliability, and punctuality
Ability to remain calm, resourceful, and composed in high-pressure or challenging situations

Education and Experience

Associate’s degree in Business Administration, Communications, or a related field preferred; some college coursework considered in lieu of a degree
Minimum of 1 year of executive-level administrative experience supporting Executive Suite or senior leadership
Experience in healthcare preferred
Demonstrated experience in coordinating complex schedules, managing projects, and handling confidential information
Notary Public (or ability to obtain) preferred

Physical Requirements

Primarily sedentary work with occasional standing, walking, bending, and reaching
Requires the ability to sit for extended periods while performing computer-based tasks
Requires the use of standard office equipment, such as computers, telephones, copiers, scanners, and fax machines
Requires computer-related activities, including typing and data entry, for extended durations
Requires the ability to see, hear, speak, write, and operate a keyboard and mouse effectively
Occasional lifting and carrying of materials or office supplies up to 20 lbs
Must be able to move throughout the office to attend meetings, retrieve documents, and interface with staff

Travel Required

5%; primary local travel between clinic sites with rare out-of-town or our-of-state travel, which may increase slightly with future organizational expansion

About our Company

This entry level position has room to grow with our company. We have educational scholarships that are available for careers in medical imaging. If you are looking to make a difference and leverage your abilities – you belong at our company. As a partner company of Lumexa Imaging we are the premier provider of diagnostic and interventional radiology services in Southern Arizona since 1933. Our company’s subspecialized, fellowship-trained experts in body imaging, breast imaging, interventional radiology, molecular imaging, musculoskeletal imaging, neuroradiology, and pediatric radiology utilize advanced technology to deliver high-quality expedient interpretations. Our radiologists are leaders in the medical community, participating and serving in leadership roles in local hospitals and regional medical societies.

Apply now and join our team.

Radiology Ltd. has been named one of the “Top 25 Connected Healthcare Facilities” in the nation by Health Imaging and IT. Our innovative web portals allow providers and patients to securely order exams and access reports and images.