Executive Assistant, Performance & Improvement

Elizabethtown Community Hospital•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 fast-paced, high-visibility role supports a system-level executive and a large interprofessional organizational function. It requires exceptional judgment, discretion, and the ability to independently manage multiple competing priorities. The Executive Assistant is expected to be an engaged departmental partner who brings initiative, energy, and strategic thinking to the work. Reporting to and receiving functional guidance from executive-level leadership, the role works with a high degree of independence and autonomy in a stressful, high-paced environment. The position supports executive leadership, departmental projects and strategic initiatives, operational and financial coordination, and collaboration across the health system. This is an office-based/hybrid role in South Burlington, Vermont, with on-site work at least three days per week. The scheduled shift is 8:00 AM–4:30 PM, with 40 standard hours per week. The position has no routine exposure to blood, body fluids, or tissues (OSHA Category III). Occasional lifting, carrying, pushing, or pulling of 11 to 24 pounds may be required. The work also involves sitting, reaching, twisting, bending, simple grasping, telephone work, and normal speech and hearing functions.

Requirements

Associate's degree in business, office management, or a related field, or an equivalent combination of education and experience; a bachelor's degree is preferred.
Five to seven years of progressively responsible office experience providing executive-level support, with the interpersonal skills necessary to work effectively with executive leadership.
High-level competency with Microsoft Windows Suite applications, including Outlook, Excel, PowerPoint, and Word; advanced keyboarding skills are essential.
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 handle 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 evolve, and seek guidance when needed.
Ability to operate standard office equipment, such as multiple phone lines, audiovisual equipment, fax machines, and copiers.

Nice To Haves

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 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, and 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 across the health system for leaders, physicians, staff, Board of Trustees members, vendors, business contacts, patients and families, and community members, handling confidential information with discretion and sensitivity.
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 meeting agendas.
Prepare leaders for meetings with briefing materials, pre-reads, and coordinated communications.
Greet visitors and maintain awareness of confidentiality concerns in their presence, ensuring a comfortable and 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 activities, coordinate interview and visit itineraries, and assist with appointee orientation.
Mentor, train, and collaborate with the broader Executive Assistant team, and support 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 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 across 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 organizing mail, filing confidential files, and ordering supplies; maintain office 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.