Executive Assistant- Department of Culture, Experience, and Community Health (CECH), and Hospital Services
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 multiple competing priorities independently. The Executive Assistant is expected to be an engaged and valued contributor, bringing energy, initiative, and strategic thinking to the teams they support. The role combines executive partnership, project and budget coordination, operational systems management, and internal communication support. The position is office-based in a high-paced executive environment. The role has no routine exposure to blood, body fluids, or tissues (OSHA Category III); occasional lifting or carrying of up to 24 pounds 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.
- Demonstrated initiative and strategic thinking, including the ability to anticipate needs, act independently, and think beyond the task at hand.
- Strong organizational skills and ability to manage multiple 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 priorities, relationships, and organizational dynamics; proactively identify issues, trends, and opportunities.
- Manage complex executive calendars, appointments, meetings, and domestic and international travel logistics, including hotels, flights, and rental cars.
- Support executive hiring, including interview scheduling, candidate coordination, evaluation materials, and onboarding documentation.
- Prepare leaders for meetings by developing agendas and briefing materials, preparing 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 point of contact for internal and external stakeholders, including board members, physicians, staff, vendors, patients, and families, handling confidential information with discretion and sensitivity.
- 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, prioritize assignments, and take ownership from start to finish.
- Coordinate project timelines, milestones, meeting schedules, deliverables, and checkpoints.
- Develop clear, visually compelling data summaries, reports, and PowerPoint presentations for executive and board-level 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.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
