Job Description

Building Name: UVMMC - Medical Center - Main Campus

Location Address: 111 Colchester Avenue, Burlington Vermont

Regular

Department: UVMMC Diversity, Equity and Inclusion

Full Time

Standard Hours: 40

Biweekly Scheduled Hours:

Shift: Day

Primary Shift: 8:00 AM - 4:30 AM

Weekend Needs: Other

Salary Range: Min $27.85 Mid $34.82 Max $41.78

Recruiter: Rebecca Kapsalis

About the Role

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 is a fast-paced, high-visibility role supporting executive-level leaders and a large 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 to the teams they support, cares deeply about the impact of the work, and brings energy, initiative, and strategic thinking to everything they do. This hybrid role blends executive partnership, project and budget coordination, operational systems management, and internal communication support.

What You'll Do

Executive Partnership & Administrative Leadership

• Serve as the primary strategic and administrative partner to designated executive leader(s), performing traditional and advanced administrative functions with a high degree of independence, autonomy, and confidentiality
• Maintain situational awareness of priorities, relationships, and organizational dynamics; proactively identify issues, trends, and opportunities
• Manage complex and dynamic executive calendars, appointments, meetings, and travel logistics (domestic and international—hotels, flights, rental cars)
• Support executive hiring processes, including interview scheduling, candidate coordination, evaluation materials, and onboarding documentation
• Prepare leaders for meetings through agenda development, briefing materials, pre-reads, and coordinated 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—board members, physicians, staff, vendors, patients and families—with discretion and sensitivity to confidential information
• Stay informed about local news, healthcare trends, and industry developments relevant to executive needs
• Mentor, train, and collaborate with the broader Executive Assistant team; support leadership coverage as needed

Project & Strategic Initiative Management

• Coordinate and execute departmental projects—prioritizing assignments and taking 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; surface potential risks or gaps for review
• Support multi-team initiatives, change-management activities, and cross-departmental priorities

Data, Budget & Financial Coordination

• 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 such as corporate card reconciliation and processing invoices

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 or more years of experience providing executive-level support or project coordination in a complex, fast-paced environment
• High-level competency with Microsoft 365 (Outlook, Teams, Excel, PowerPoint, Word, SharePoint); advanced keyboarding skills
• Demonstrated initiative and strategic thinking—the ability to anticipate needs, act independently, and think beyond the task at hand
• Strong organizational skills and the ability to manage a multitude of 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
• Demonstrated ability to manage confidential information with professionalism and tact; a discreet, professional demeanor—diplomatic, trustworthy, and reliable
• An awareness of, or lived experience with, diversity, equity, and inclusion (DEI) principles, and a commitment to fostering an environment where all staff, patients, and families feel appreciated, included, and valued

Preferred:

• Experience in healthcare, higher education, or other highly regulated environments
• Project management experience
• Experience supporting or contributing to DEI or culture-building initiatives
• Comfort with data visualization tools (e.g., Power BI)
• Familiarity with OneNote, Stream, and virtual collaboration platforms (Teams/Skype)
• Familiarity with medical terminology

Core Competencies We Value

Strategic thinking and strong situational judgment • Exceptional organization and prioritization • Discretion and confidentiality • Process improvement mindset • Advanced written and verbal communication • Data literacy • Relationship-building, emotional intelligence, and collaboration • Adaptability in a fast-paced, evolving environment

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. 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.

Working Environment

This is an office-based role in a high-paced executive environment with no routine exposure to blood, body fluids, or tissues (OSHA Category III) . Occasional lifting/carrying of up to 24 lbs. may be required.