Executive Assistant, Performance & Improvement

University of Vermont Medical Center; South Burlington (VT); Hybrid; USD 70,000 - 95,000; Full time

Job summary

University of Vermont Medical Center is seeking an experienced Executive Assistant to support the Chief of Performance Improvement and related programs. The role requires discretion, strategic thinking, and the ability to manage a fast‑paced, high‑visibility environment.

You will handle complex calendars, coordinate meetings and travel, draft communications, and prepare materials for leadership and board audiences.

Qualifications

• Associate's degree or equivalent in business/office management or related field (Bachelor's preferred).
• 5–7 years of progressively responsible executive‑level support experience.
• High proficiency with Microsoft Windows Suite (Outlook, Excel, PowerPoint, Word).
• Discreet, professional demeanor; able to handle confidential information.
• Ability to think critically, multitask, and meet tight deadlines.
• Strong writing and editing abilities with good grammar and punctuation.
• Curiosity and initiative; solutions‑oriented with strong follow‑through.
• Ability to operate standard office equipment.

Responsibilities

• Serve as strategic and administrative partner to the Chief Performance Improvement Officer/Chief Medical Information Officer.
• Maintain complex calendars and coordinate meetings, AV, and travel arrangements.
• Prepare briefing materials, agendas, and minutes for leaders and boards.
• Draft, proofread, and finalize correspondence.
• Greet visitors and uphold confidentiality and professionalism at all times.
• Support executive recruitment and onboarding activities; mentor junior assistants.

Skills

Advanced Microsoft Office

Discretion & professionalism

Critical thinking

Multitasking

Written & editing skills

Curiosity & initiative

Communication and collaboration

Office equipment handling

Education

Associate's degree in business/office management or related field

Bachelor's degree preferred

Tools

OneNote

Stream

Teams/Skype

Job description

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

• 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

• 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.