Executive Assistant - Clinical Operations

Position Details

Department: CORP | Clinical Operations Admin

Location: Phoenix

Shift: Mon-Fri, Days, 8am-5pm

Category: Administrative Support

Posting #: 1011449

Employee Type: Full-Time

Position Summary

Posting Note: Executive Assistant - Clinical Operations

Location: 1919 E. Thomas Rd., Phoenix, AZ 85016

Schedule: Full-Time, Monday-Friday, 8:00 AM-5:00 PM

Work Environment: Fully In-Office

We are seeking a highly skilled and proactive Executive Assistant to support our Clinical Operations team. The ideal candidate will be a polished professional who thrives in a fast-paced environment, excels in managing complex administrative tasks, and can anticipate the needs of executive leadership. This role interacts daily with C-suite leaders and Executive Assistants across multiple departments, requiring exceptional communication, professionalism, and discretion.

Key Responsibilities

• Provide executive-level administrative support to Clinical Operations leadership.
• Perform heavy data entry with a high level of accuracy.
• Manage complex calendars, meetings, and schedules.
• Create, update, and manage documents, presentations, and reports using Excel and PowerPoint.
• Anticipate needs, troubleshoot issues, and proactively identify ways to improve workflow efficiency.
• Maintain strong professional relationships and coordinate regularly with other department EAs.
• Handle confidential information with integrity and sound judgment.

Required Qualifications

Education: High School Diploma or equivalent.

Experience: Five (5) or more years of administrative experience, including direct support to executive management.

Special Skills:

• Minimum of two (2) years of experience in a Windows environment using MS Office Suite, with strong emphasis on Excel, PowerPoint, and Word.
• Excellent customer service and communication skills.
• Strong planning, organizational, and time-management capabilities.
• Ability to interact professionally with C-suite leadership and staff at all levels.
• Proactive, resourceful, and able to anticipate organizational and executive needs.

If you are a detail-oriented, forward-thinking Executive Assistant who enjoys supporting leaders in a collaborative and mission-driven environment, we encourage you to apply.

Position Duties

• Anticipates problems, critical issues and/or opportunities and acts accordingly.
• Arranges and schedules a variety of meetings, initiates and responds to requests for scheduled time, maintains current and accurate calendars to ensure efficient scheduling, minimizes conflicts and ensures deliverables.
• Ensures Executive is prepared for appointments by anticipating and gathering necessary materials for each meeting, including meeting agenda.
• Handles sensitive information and confidential business matters with a high degree of discretion.
• Plans, creates and coordinates executive-level communications and presentations by utilizing advanced Word, PowerPoint and Excel.
• Prepares agendas, assembles and organizes materials, performs necessary follow-up actions, initiates reminders and records/transcribes minutes of meetings and/or presentations to various internal and external audiences, committees and Boards to ensure the thorough preparation, organization and documentation of activities and outcomes.
• Provides suggestions for new methods of working for improved effectiveness and efficiency.
• Provides support to other staff, as needed; works effectively in a team environment.
• Performs miscellaneous job related duties as requested.

Phoenix Children's Mission, Vision, & Values

Mission: To advance hope, healing and the best healthcare for children and their families

Vision: Phoenix Children's will be the leading pediatric health system in the Southwest, nationally recognized for exceptional care, innovative research and advanced medical education.

We realize this vision by:

• Offering the most comprehensive care across ages, communities and specialties
• Investing in innovative research, including emerging treatments, tools and technologies
• Advancing education and training to shape the next generation of clinical leaders
• Advocating for the health and well-being of children and families

Values:

• We place children and families at the center of all we do
• We deliver exceptional care, every day and in every way
• We collaborate with colleagues, partners and communities to amplify our impact
• We set the standards of pediatric healthcare today, and innovate for the future
• We are accountable for making the highest quality care accessible and affordable