Executive Assistant, Performance & Improvement

Central Vermont Medical Center•South Burlington, VT

1d•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 expected to be an engaged partner and contributor who brings energy, initiative, and strategic thinking to the department. Reporting to and receiving functional guidance from executive-level leadership, the role operates with a high degree of independence and autonomy in a demanding, high-paced environment. The position supports executive leadership, projects and strategic initiatives, and operational and financial coordination across clinical informatics, quality and safety, data and analytics, and governance. The role is office-based/hybrid in South Burlington, Vermont, with onsite work at least three days per week.

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.
High-level competency with Microsoft Windows Suite applications, including Outlook, Excel, PowerPoint, and Word; advanced keyboarding skills.
Discreet, professional demeanor; reliability, diplomacy, trustworthiness, and ability to handle confidential material or information sensitively.
Critical and creative thinking; ability to learn quickly, multitask, and manage numerous expedited deadlines and projects calmly and efficiently.
Competent writing and editing skills, including sound grammar, spelling, and punctuation, and basic mathematics competency.
Curiosity, initiative, and a constructive, solutions-oriented approach; ability to balance attention to detail with timely follow-through, adapt as priorities change, and 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, and virtual platforms such as Teams or 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; coordinate appointments, meetings, conference rooms, audiovisual equipment, food and beverage requirements; and confirm appointments as directed.
Organize travel arrangements, including hotels, airline reservations, and rental cars.
Serve as a trusted point of contact for leaders, physicians, staff, Board of Trustees members, vendors, business contacts, patients and families, and community members, handling sensitive information with discretion.
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.
Greet visitors and maintain awareness of confidentiality concerns when visitors are present.
Maintain awareness of organizational policies and procedures; 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 assume responsibility for projects from start to finish.
Prepare project timelines, handouts, and advanced presentation materials, and coordinate professional document publication.
Track priorities and follow-up actions to 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 in clinical informatics, quality and safety, data and analytics, and governance.
Design and format spreadsheets, enter data, and perform basic analysis.
Handle general financial duties, including corporate card reconciliation, invoice processing, and related budget coordination.
Perform clerical duties such as organizing mail, filing confidential records, ordering supplies, maintaining office-supply inventory, and verifying 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.