Executive Assistant- Department of Culture, Experience, and Community Health (CECH), and Hospital Services

Central Vermont Medical Center•Burlington, VT

8d•Hybrid

About The Position

The University of Vermont Medical Center is seeking an experienced, highly organized, and proactive Executive Assistant to provide high-level strategic and administrative support to senior leadership within the Executive Office, the Department of Culture, Experience, and Community Health (CECH), and Hospital Services. This fast-paced, high-visibility role supports executive-level leaders and a large organizational function, requiring exceptional judgment, discretion, and the ability to manage competing priorities independently. The position combines executive partnership, project and budget coordination, operational systems management, and internal communication support. The Executive Assistant serves as a trusted partner to executive leadership and contributes to work shaping the experience of patients, the community, and staff. The role is based in an office in a high-paced executive environment. It has no routine exposure to blood, body fluids, or tissues (OSHA Category III); occasional lifting or carrying of up to 24 lbs. may be required.

Requirements

Associate's degree in business, office management, or a related field, or an equivalent combination of education and experience.
Five or more years of experience providing executive-level support or project coordination in a complex, fast-paced environment.
High-level competency with Microsoft 365, including Outlook, Teams, Excel, PowerPoint, Word, and SharePoint; advanced keyboarding skills.
Initiative and strategic thinking, including the ability to anticipate needs, act independently, and think beyond the immediate task.
Strong organizational skills and the ability to manage numerous expedited deadlines and projects calmly and efficiently.
Data literacy and comfort working with financial information, spreadsheets, and budgets.
Strong writing, editing, and presentation-development skills.
Ability to manage confidential information professionally and tactfully, with a discreet, diplomatic, trustworthy, and reliable demeanor.
Awareness of, or lived experience with, diversity, equity, and inclusion principles, and commitment to fostering an environment where staff, patients, and families feel appreciated, included, and valued.

Nice To Haves

Bachelor's degree.
Experience in healthcare, higher education, or another highly regulated environment.
Project management experience.
Experience supporting or contributing to DEI or culture-building initiatives.
Comfort with data visualization tools such as Power BI.
Familiarity with OneNote, Stream, and virtual collaboration platforms such as Teams or Skype.
Familiarity with medical terminology.

Responsibilities

Serve as the primary strategic and administrative partner to designated executive leaders, performing traditional and advanced administrative functions independently and confidentially.
Maintain awareness of organizational priorities, relationships, and dynamics; proactively identify issues, trends, and opportunities.
Manage executive calendars, appointments, meetings, and domestic and international travel logistics.
Support executive hiring, including interview scheduling, candidate coordination, evaluation materials, and onboarding documentation.
Prepare leaders for meetings by developing agendas and briefing materials, organizing pre-reads, and coordinating communications.
Organize Board and committee meetings; draft agendas, prepare materials, record and distribute minutes, and track action items to completion.
Compose, draft, proofread, and finalize correspondence, memos, and reports.
Serve as a professional contact for internal and external stakeholders, including board members, physicians, staff, vendors, patients, and families, while handling confidential information discreetly.
Stay informed about local news, healthcare trends, and industry developments relevant to executive needs.
Mentor, train, and collaborate with the broader Executive Assistant team and provide leadership coverage as needed.
Coordinate and execute departmental projects, taking ownership from start to finish and prioritizing assignments.
Coordinate project timelines, milestones, meeting schedules, deliverables, and checkpoints.
Develop clear, visually compelling data summaries, reports, and PowerPoint presentations for executive and board audiences.
Partner with data and analytics teams to validate information, identify trends, and improve data storytelling.
Monitor internal compliance and regulatory awareness and surface potential risks or gaps for review.
Support multi-team initiatives, change-management activities, and cross-departmental priorities.
Design and format spreadsheets, enter data, and perform basic analysis.
Track, reconcile, and maintain complex budgets, financial reports, and cost analyses.
Coordinate financial review meetings with Finance and ensure timely submission of budget materials.
Assist with identifying budget variances, forecasting needs, and supporting financial planning cycles.
Perform general financial duties, including corporate card reconciliation and invoice processing.