Posting Note: Job Title: Executive Assistant
Department: PCMG Administration
Employment Type: Full-Time
Schedule: Monday – Friday, 8:00 AM – 4:30 PM
Location: 1919 E. Thomas Rd., Phoenix, AZ


Position Summary:
The Executive Assistant provides advanced-level administrative support to Vice President–level executives, ensuring the efficient and effective flow of data and information. This position supports three (3) Vice Presidents and plays a critical role in organization, communication, and coordination across the department. The ideal candidate demonstrates exceptional attention to detail, professionalism, and customer service skills while managing multiple priorities in a fast-paced environment.


Key Responsibilities:
Provide high-level administrative support to three Vice Presidents
Manage complex calendars, schedules, and deadlines
Prepare, attend, and document meetings, including taking and distributing meeting minutes
Coordinate meetings, events, and departmental activities
Draft, edit, and format correspondence, reports, and presentations
Serve as a professional point of contact for internal and external stakeholders
Maintain confidentiality and exercise sound judgment in all interactions


Required Qualifications:

Education:
High School Diploma or equivalent

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

Special Skills:
Two (2) or more years of experience working in a Windows environment, including proficiency in MS Office Suite (Word, PowerPoint, and Excel)
Excellent customer service and interpersonal skills
Strong written and verbal communication skills
Proven planning, organizational, and time-management abilities

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