Executive Assistant, Performance & Improvement

Champlain Valley Physicians Hospital•South Burlington, VT

1d•$30 - $46•Hybrid

About The Position

University of Vermont Health is seeking an experienced, highly organized, and proactive Executive Assistant to provide high-level strategic and administrative support to the Chief Performance Improvement Officer/Chief Medical Information Officer and associated programs. This is a fast-paced, high-visibility role supporting a system-level executive and a large, interprofessional organizational function. It requires exceptional judgment, discretion, and the ability to manage multiple competing priorities independently. The Executive Assistant is an engaged partner and contributor to the department, bringing initiative and strategic thinking to the work. Reporting to and receiving functional guidance from executive-level leadership, the role operates with a high degree of independence and autonomy in a demanding environment. The position supports executive leadership and work across health care operations, clinical informatics, digital health, quality, safety, patient experience, data, analytics, governance, and project and program management. This is an office-based/hybrid role in South Burlington, Vermont, with on-site work at least three days per week. The work environment is a high-paced executive setting with no routine exposure to blood, body fluids, or tissues (OSHA Category III).

Requirements

Associate's degree in business, office management, or a related field, or an equivalent combination of education and experience.
Five to seven years of progressively responsible office experience providing executive-level support, with the interpersonal skills needed to work effectively with executive leadership.
High-level competency with Microsoft Windows Suite, including Outlook, Excel, PowerPoint, and Word; advanced keyboarding skills.
A discreet, professional demeanor; reliability, diplomacy, trustworthiness, and ability to handle confidential material or information sensitively.
Ability to think critically and creatively, learn quickly, multitask, and calmly and efficiently manage numerous expedited deadlines and projects.
Competent writing and editing skills, including sound grammar, spelling, and punctuation, and basic mathematics competency.
Curiosity, initiative, and a constructive, solutions-oriented approach; attention to detail, timely follow-through, adaptability as priorities evolve, and willingness to seek guidance when needed.
Ability to operate standard office equipment, including multiple phone lines, audiovisual equipment, fax machines, and copiers.

Nice To Haves

Bachelor's degree.
Experience in healthcare, higher education, or another highly regulated environment.
Project management experience.
Knowledge of OneNote and Stream, as well as virtual platforms such as Teams and Skype.
Familiarity with medical terminology.
Specialized knowledge relevant to the department, such as clinical informatics, quality improvement, or data and analytics.

Responsibilities

Serve as the primary strategic and administrative partner to the Chief Performance Improvement Officer/Chief Medical Information Officer, performing traditional and advanced administrative functions independently and confidentially.
Maintain complex appointment calendars and coordinate appointments, meetings, conference rooms, audiovisual equipment, and food and beverage requirements; confirm appointments as directed.
Organize travel arrangements, including hotels, airline reservations, and rental cars.
Serve as a trusted point of contact across the health system for leaders, physicians and staff, Board of Trustees members, vendors, business contacts, patients and families, and community members, exercising discretion with confidential information.
Compose, draft, proofread, and finalize letters, memos, journal submissions, and other correspondence in the appropriate agreed-upon format.
Take, prepare, and distribute meeting minutes; organize Board and committee meetings; and prepare and distribute agendas.
Prepare leaders for meetings with briefing materials, pre-reads, and coordinated communications.
Protect confidentiality in the presence of visitors, greet visitors, and help ensure a comfortable, professional experience.
Maintain awareness of organizational policies and procedures as they apply to the department, employees, and organization; monitor, maintain, and distribute policies when specified.
Support executive recruitment, coordinate interview and visit itineraries, and assist with appointee orientation.
Mentor, train, and collaborate with the broader Executive Assistant team and provide leadership coverage as needed.
Coordinate and execute departmental projects, prioritize assignments, and take responsibility for projects from start to finish.
Prepare project timelines, handouts, and advanced presentation materials; coordinate professional publication of documents.
Track priorities and follow-up actions to help leaders and teams advance organizational priorities.
Develop clear, visually compelling data summaries, reports, and PowerPoint presentations for executive and Board-level audiences.
Support multi-team initiatives, change-management activities, and cross-departmental priorities involving clinical informatics, quality and safety, data and analytics, and governance.
Design and format spreadsheets, enter data, and perform basic analysis.
Perform general financial duties, including corporate card reconciliation, invoice processing, and related budget coordination.
Perform clerical duties, including mail organization, filing of confidential files, and supply ordering; maintain supply inventory and verify deliveries, returns, and costs.
Answer telephone calls using an agreed-upon protocol, forward calls as appropriate, take messages, and monitor hold times.
Perform other duties as assigned.