Executive Assistant, Performance & Improvement

Elizabethtown Community Hospital; Burlington (VT); Hybrid; USD 42,000 - 63,000; Full time

Job summary

University of Vermont Medical Center seeks an experienced Executive Assistant to support the Chief Performance Improvement Officer/Chief Medical Information Officer in a fast-paced, high-visibility role. You will manage complex calendars, coordinate travel, draft correspondence, and prepare briefing materials with discretion and sound judgment.

In this hybrid, office-based position in South Burlington, you will collaborate with leaders across health system operations, clinical informatics, and

Qualifications

• Associate's degree in business, office management, or related field; Bachelor’s degree preferred.
• Five to seven years of progressively responsible office experience providing executive-level support.
• High-level competency with Microsoft Windows Suite (Outlook, Excel, PowerPoint, Word).
• Discreet, professional demeanor; able to handle confidential material.
• Ability to multitask and meet expedited deadlines with calm efficiency.
• Ability to write clearly with proper grammar and punctuation; basic math skills.
• Curiosity, initiative, and a solutions-oriented approach; balance detail with timely follow-through.
• Ability to operate standard office equipment and venues for meetings.

Responsibilities

• Maintain complex calendars for executives and coordinate meetings.
• Organize travel arrangements including hotels, flights, and rentals.
• Prepare minutes, agendas, and briefing materials for leadership meetings.
• Draft and proofread letters, memos, and journal submissions.
• Serve as a trusted point of contact across the system for leadership and staff.
• Support recruitment activities and onboarding efforts for executive team.

Skills

Executive support

MS Office

Discretion

Multitasking

Strategic thinking

Communication/writing

Education

Associate degree in business/office mgmt

Bachelor's degree preferred

Tools

OneNote

Stream

Teams

Outlook

Job description

## Executive Assistant, Performance & ImprovementApply: South Burlington, VT: Full time: Posted 3 Days Ago: R0091432Building Name: UVMMC - 40 IDX DriveLocation Address: 40 IDX Drive, South Burlington VermontRegularDepartment: System Quality ImprovementFull TimeStandard Hours: 40Biweekly Scheduled Hours:Shift: DayPrimary Shift: 8:00 AM - 4:30 PMWeekend Needs: NoneSalary Range: Min $30.47 Mid $38.09 Max $45.71Recruiter: Rebecca Kapsalis**Help shape the future of care**The Performance & Improvement team at UVM Health brings together clinical care, technology, quality, and data to improve care across our health system. Physicians, nurses, informaticists, quality and safety experts, technologists, and data professionals collaborate to make care safer, more connected, and easier to deliver. This is dynamic, meaningful work grounded in the needs of patients, care teams, and the communities we serve.**About the Role**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, requiring exceptional judgment, discretion, and the ability to manage multiple, competing priorities independently.This is more than a support role. We are looking for a true partner to the department: someone who sees themselves as an engaged, valued contributor, cares deeply about the impact of the work, and brings energy, initiative, and strategic thinking to everything they do. Reporting to and receiving functional guidance from executive-level leadership, you will work with a high degree of independence and autonomy in a stressful, high-paced environment, seamlessly managing and responding to multiple, competing priorities.**What We're Looking For**Required:· Associate's degree in business, office management, or a related field, or an equivalent combination of education and experience (Bachelor's degree preferred)· Five to seven years of progressively responsible office experience providing executive-level support to have gained the necessary interpersonal skills to work effectively with executive leadership· High-level competency with the Microsoft Windows Suite (Outlook, Excel, PowerPoint, and Word); advanced keyboarding skills are essential· A discreet, professional demeanor: reliable, diplomatic, trustworthy, and able to handle confidential material or information in a sensitive manner· Ability to think critically and creatively; a fast learner with the ability to multitask and handle a multitude of expedited deadlines and projects calmly and efficiently· Competent writing and editing skills, including sound grammar, spelling, and punctuation abilities, along with a basic competency in mathematics· Curiosity, initiative, and a constructive, solutions-oriented approach; you 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, audio-visual equipment, fax machines, and copiers Preferred:· Experience in healthcare, higher education, or other highly regulated environments· Project management experience· Knowledge of OneNote and Stream, as well as virtual platforms (Teams/Skype)· Familiarity with medical terminology· Some specialized knowledge relevant to the department (clinical informatics, quality improvement, or data/analytics)**What You'll Do**· Executive Partnership & Administrative Leadership· Serve as the primary strategic and administrative partner to the Chief Performance Improvement Officer/Chief Medical Information Officer, performing traditional and advanced administrative functions with a high degree of independence, autonomy, and confidentiality· Maintain complex appointment calendars; coordinate appointments, meetings, conference rooms, AV equipment, and food and beverage requirements; confirm appointments as directed· Organize travel arrangements such as hotels, airline reservations, and rental cars· Serve as a trusted point of contact across the health system for all levels of leadership, physicians and staff, Board of Trustees members, vendors, business contacts, patients and families, and members of the community, with discretion and sensitivity to confidential information· Compose, draft, proofread, and finalize letters, memos, journal submissions, and other correspondence using the appropriate agreed-upon format· Take, prepare, and distribute meeting minutes; organize Board and committee meetings; prepare and distribute meeting agendas· Prepare leaders for meetings through briefing materials, pre-reads, and coordinated communications· Maintain awareness of confidentiality concerns in the presence of visitors; greet visitors and ensure a comfortable, professional experience· Maintain an awareness of organizational Policies and Procedures as they apply to the department, its employees, and the organization at large; monitor, maintain, and distribute organization policies (when specified)· Support executive recruitment activities, coordinate interview and visit itineraries, and assist in the orientation of appointees· Mentor, train, and collaborate with the broader Executive Assistant team; support leadership coverage as needed· Project & Strategic Initiative Management· Coordinate and execute projects particular to the department, prioritizing assignments and assuming responsibility from start to finish· Prepare project timelines, handouts, and advanced presentation materials; coordinate the professional publication of documents· Track priorities and follow-up actions to help leaders and teams advance important 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· Operational & Financial Coordination· Design and format spreadsheets, enter data, and perform basic analysis· Perform general financial duties such as corporate card reconciliation, processing invoices, and related budget coordination· Perform general clerical duties such as organization of mail, filing (including confidential files), and ordering of supplies; maintain an inventory of office supplies and verify delivery, returns, and costs· Answer telephone using an agreed-upon protocol, forward calls as appropriate, take messages, and monitor hold times· Perform other duties as assigned**Our Team and Culture**You will join a collaborative, dedicated team that values professional excellence, mutual support, and a shared commitment to improving care:· Interprofessional by design: Clinicians, technologists, improvement experts, and data professionals bring different perspectives to shared challenges.· Collaborative: We welcome ideas from every role and value each team member's perspective.· Supportive and engaged: We celebrate accomplishments, learn from challenges, and support one another, with room for humor along the way.· Driven by purpose: Everything we do connects back to patients, clinicians, and the communities we serve.· Committed to growth: We support one another through mentorship, shared learning, and professional development.**Professional Growth and Development**This role offers valuable exposure to how a health system develops priorities and puts improvement into practice. You will gain hands-on experience supporting work across:· Health care operations and executive leadership· Clinical informatics and digital health· Quality, safety, and patient experience· Data, analytics, and governance· Project and program management**Working Environment**This is an office-based/hybrid role (South Burlington, VT on site at least 3 days/week) in a high-paced executive environment with no routine exposure to blood, body fluids, or tissues (OSHA Category III). Occasional lifting, carrying, pushing, or pulling of 11 to 24 lbs. may be required. The role involves sitting, reaching, twisting, bending, simple grasping, telephone work, and normal speech and hearing functions.**Why This Role Matters**As a trusted partner to executive leadership, you will be at the center of the work that shapes the experience of our patients, our community, and our people. Above all, you recognize that excellent administrative support makes a meaningful contribution to patient care. The right candidate will be deeply invested in the mission of the department: a valued voice in meetings, a proactive problem-solver, and someone who takes pride in making the entire team more effective.### About UsElizabethtown Community Hospital (ECH) is part of University of Vermont Health, a six-hospital network serving patients and their families in northern New York and Vermont. Our hospitals and physicians are bringing the best of community and academic medicine together, sharing their knowledge and resources to give patients access to leading-edge technology, advanced treatment options and the highest level of compassionate care.