Executive Assistant - VP Ancillary Services & CFO

Tucson Medical Center - Tucson, AZ

Full-time - Mid Level

Tucson, AZ

1,001-5,000 employees

Ambulatory Health Care Services

About the position

The Executive Assistant to the VP of Ancillary Services and CFO at Tucson Medical Center provides advanced, diversified, and confidential administrative support to the Executive Team. This role requires a broad and comprehensive understanding of organizational policies and practices, as well as the ability to manage multiple tasks efficiently. The Executive Assistant will exhibit excellence in customer service, interacting positively with patients, visitors, and staff, while adhering to the values of integrity, community, compassion, and dedication that are central to Tucson Medical Center's mission. In this position, the Executive Assistant will provide direct administrative support to high-level executives, including the CEO, CFO, CNE, and VP. Responsibilities include arranging appointments and meetings, coordinating meeting materials, and maintaining the executive's calendar. The role also involves collecting and preparing information for discussions and meetings, recording meeting minutes, and potentially staffing sensitive Board subcommittees. The Executive Assistant will screen telephone calls and visitors, respond to inquiries, and troubleshoot issues as they arise. Additionally, the Executive Assistant will compile and compute data to create reports for management presentations, format special reports and presentations, and draft office policies and procedures. This position requires the ability to initiate and draft correspondence for the VP's signature and manage travel arrangements for the executive team. The Executive Assistant will also administer controls on receipts and manage purchasing records, ensuring adherence to organizational safety, confidentiality, and operational standards. Other related duties may be assigned as necessary.

Responsibilities

• Provide advanced administrative support to the Executive Team including the CEO, CFO, CNE, and VP.
• Arrange appointments and meetings, coordinating meeting materials and maintaining calendars.
• Collect and prepare information for discussions and meetings, recording meeting minutes.
• Staff sensitive Board subcommittees, draft agendas, finalize meeting minutes, and schedule future meetings.
• Screen telephone calls and visitors, respond to inquiries, and troubleshoot issues.
• Compile and compute data to create reports for management presentations.
• Format special reports and presentations, including graphics and overhead transparencies.
• Draft office policies and procedures, making recommendations for operational efficiency.
• Initiate and draft correspondence and memoranda for VP signature.
• Coordinate travel arrangements and itineraries for the VP and other executives.
• Administer controls on receipts and manage purchasing records.

Requirements

• Associate's degree or equivalent from a two-year college or technical school; Bachelor's degree strongly preferred.
• Three years of strong administrative staff support work experience.
• Knowledge of office management principles and practices.
• Skill in organizing tasks and maintaining schedules for a complex office.
• Proficiency in Microsoft Office products and creating databases and spreadsheets.
• Ability to use independent judgment in responding to requests and solving operational issues.
• Ability to read, analyze, and interpret business periodicals and technical procedures.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to inquiries from various stakeholders.
• Ability to calculate figures and interpret data.