Administrative Skills, Business Administration, Calendar Management, Communication Skills, Contract Management, Data Collection, Detail Oriented, Document Management, Employee Relations, Establish Priorities, Event Management, Executive Assistant Skills , Healthcare, Healthcare Administration, Hospital, Interpersonal Skills, Leadership, Mail Processing, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Equipment, Onboarding, Operations Management, Order Supplies, Organizational Skills, Presentation/Verbal Skills, Problem Solving Skills, Schedule Development, Supplier Relationship Management (SRM), Systems Administration/Management, Systems Maintenance, Telephone Skills, Time Management, Travel Planning, Vendor/Supplier Relations, Writing Skills
Seeking a temporary Executive Assistant, 9-10 month role to support our Administration department at Houghton Hospital, located at 2200 S Houghton Rd, Tucson AZ.
In addition to the listed job requirements, other considerations for this role include: Event planning, organizing, employee recognition events, ordering supplies, managing schedules, handling contract management, onboarding, travelers, processing timecards, de-escalating patient situations, managing relationships with both external vendors and the executive team and experience handling high-level confidentiality.
Job Summary
The Executive Assistant provides comprehensive administrative support to department leaders, ensuring the efficient management of clerical, operational, and business-related tasks. This role handles scheduling, communication, and organizational responsibilities while maintaining professionalism and confidentiality. The Executive Assistant serves as a liaison between leadership, staff, and external stakeholders, contributing to operational excellence and fostering positive relationships.
Essential Functions
- Manages calendars, schedules meetings, and coordinates travel arrangements for department leaders.
- Organizes and prepares for meetings, including drafting agendas, compiling materials, and recording and distributing minutes.
- Maintains organized systems for managing documentation, correspondence, and departmental records.
- Screens and routes incoming calls and visitors, ensuring inquiries are addressed appropriately.
- Assists in compiling and organizing data for reports, presentations, and decision-making.
- Coordinates office supplies, inventory, and other operational needs to ensure smooth workflow.
- Provides support for policy and procedural updates, including communicating changes to staff.
- Handles confidential and sensitive information with discretion and professionalism.
- Acts as a liaison between department leaders, staff, and external stakeholders, fostering effective communication.
- Performs other duties as assigned.
- Maintains regular and reliable attendance.
- Complies with all policies and standards.
Qualifications
- Associate Degree in Business Administration, Healthcare Administration, or a related field preferred
- 3-5 years of administrative or executive support experience required
- Experience in a healthcare or facility setting preferred
Knowledge, Skills and Abilities
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office equipment.
- Excellent organizational and time management skills with attention to detail.
- Effective verbal and written communication skills, including the ability to draft professional documents and reports.
- Demonstrated ability to handle confidential and sensitive information with discretion.
- Strong interpersonal skills to build and maintain positive relationships with staff, leaders, and external stakeholders.
- Problem-solving skills with the ability to prioritize tasks and manage competing demands.
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Community Health Systems Inc
Community Health Systems, Inc. is a non-profit 501 (c) (3) 330 HRSA Grantee with Federally Qualified Health Center (FQHC) status. Established from the roots of Inland Empire Community Health Center in Bloomington, CHSI has grown with community health centers in the counties of Riverside, San Bernardino, and San Diego. These centers have been developed in accordance with standards established for safety net providers by the U.S. Department of Health and Human Services (HHS), the Health Resources Services Administration (HRSA), the Public Health Service (PHS), and the Bureau of Primary Health Care (BPHC).
As such, services are offered to the neediest in each community - the un-insured and under-insured, the working poor, those with limited ability to pay, the homeless, and the indigent. Services are provided at discounted (sliding fee scale) rates for those who qualify based on gross annual income and family size.