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

Position Summary

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.

The Executive Assistant provides advanced-level administrative support and organization to executive(s) at the Vice President level and ensures the efficient and effective provision of data and information. This position organizes schedules, manages deadlines, pays close attention to details and exhibits professional customer service skills to internal and external visitors. This position reports to a Vice President or Institute Medical Director.

• 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.
  

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

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

• 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