Job Description

Headquartered in Phoenix, Integrated Medical Services is a team of 500 employees and a physician-led organization united through its providers’ commitment to high-quality innovative health care. Each day is a new day for ground-breaking ideas and unparalleled opportunity. Ours is a culture focused on what we can accomplish today, and where it can lead us tomorrow.

The Executive Assistant will be responsible for providing administrative assistance to the Corporate Business Office. Ensures the office is running smoothly by assisting individual departments with special projects and oversees general administrative tasks within the office. Instills the IMS mission, vision and values in the work performed.

Responsibilities:

  • Answers all incoming calls and routes them to the appropriate staff and department; routinely upkeeps both personal and office voicemail inboxes and directs messages to appropriate staff and department.
  • Ensures any visitors to the Corporate Office are directed accordingly.
  • Coordinates any meeting needs for leadership team including: scheduling of conference rooms in advance, coordinating arrangements with vendors when needed, sending out invites and tracking responses, assisting with presentation materials, placing food orders when needed, providing any necessary assistance on the day of meeting. 
  • Assists departments as necessary with document preparation.
  • Assists Human Resources Department with desk set up for incoming corporate new hires. 
  • Responsible for all incoming and outgoing mail ensuring mail distribution to appropriate staff including scanning and emailing inbound mail to remote staff when needed.  Assists in shipping out packages according to the needs of the staff and/or department.   Responsible for inbound packages, ensuring they are routed to the correct staff and/or department.  Following-up with clinic leadership when needed.
  • Oversees cash courier services for corporate office and facilitates routine pickup schedule 
  • Monitors office supplies and breakroom inventory; orders new supplies when inventory is low and takes the lead in restocking all ordered items; responsible for Staples account maintenance.
  • Assists with corporate office special projects as needed. 
  • Oversees office maintenance and is responsible for submitting tickets to building management as needed to ensure office is running smoothly.
  • Maintains corporate birthday list and is responsible for desk decorations and birthday card signatures 
  • Serves as a backup to clinics’ office orders and expense reports.
  • Ensures that all office doors as well as the front office door are unlocked/locked at opening and closing of each business day. 
  • Coordinates interview schedules for provider candidates, sends out calendar invites, and assists candidates with reimbursement of their expenses.
  • Corporate directory upkeep 
  • Committee attendance tracking spreadsheet upkeep.
  • Monitor compliance line and notify appropriate individuals as needed.

Requirements: 

  • Excellent customer service and communication skills
  • Ability to plan, coordinate and organize administrative tasks and work flow
  • Excellent communication skills, ability to take initiative, work well with an established team
  • Excellent organizational skills.
  • Attention to detail.
  • Computer skills using Microsoft Office Suite (Word, Excel, Power Point, Outlook)
  • The ability to work in a constant state of alertness and in a safe manner

Education:

  • High school diploma or equivalent
  • Prior experience as an Executive Assistant preferred.

Joining Integrated Medical Services is more than saying "yes" to making the world a healthier place. It’s discovering a career that’s challenging, supportive and inspiring. Where a culture driven by excellence helps you not only meet your goals, but also create new ones. We focus on creating a diverse and inclusive culture, encouraging individual expression in the workplace and thrive on the innovative ideas this generates.  Our hope is that each day you’ll uncover a new reason to love what you do. If this sounds like the workplace for you, apply now!

You can look forward to a generous compensation package including medical, dental, vision, short-term and long-term disability, life insurance, paid time off and a very lucrative 401K plan.

*IMS is a tobacco-free work environment

IMS is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, disability status, sexual orientation, gender identity, age, protected veteran status or any other characteristic protected by law. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

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