Physician Executive Assistant II

Summary

The Physician Executive Assistant provides high-level administrative support to the Chair of Emergency Medicine (EM), the UVMMC Division Chief and EM Department Vice Chairs. This role is pivotal in ensuring operational efficiency, enabling physician executives to focus on clinical and academic strategic priorities. The ideal candidate is proactive, highly organized, and thrives in a dynamic, fast-paced environment. 

Work Environment 

• On-site presence required during core hours (8 AM–5 PM), with occasional flexibility for remote work. 

• Employee shuttle transportation to the UVM Medical Center is provided from a satellite parking lot.

• Office located adjacent to Emergency Medicine leadership and other key stakeholders. 

• Frequent interaction with physician leaders, nursing managers, and administrative peers. 

Key Responsibilities 

Executive Support 

• Serve as the primary administrative partner for physician executives. 

• Anticipate needs and stay 2–3 steps ahead to position leaders for success. 

• Represent executives professionally in written and verbal communications. 

Calendar & Meeting Management 

• Manage complex scheduling for multiple leaders, department meetings, and retreats. 

• Draft and distribute agendas; take accurate meeting minutes with discretion. 

• Use AI tools for transcription and editing, applying judgment to maintain confidentiality. 

Operational Efficiency 

• Identify and implement workflow improvements and leverage technology for administrative processes. 

• Maintain to-do lists for executives, proactively rearrange calendars, and free-up time for strategic work. 

Reporting & Data 

• Run reports and extract basic data from systems such as Epic (Slicer Dicer) and Shift Admin. 

• Prepare summaries, pivot tables, and other data presentations as needed. 

Communication 

• Draft emails and correspondence on behalf of physician executives. 

• Ensure timely follow-through on tasks and close the communication loop. 

Required Competencies 

Professionalism & Confidentiality - Ability to handle sensitive information with discretion. 

Emotional Intelligence - Understand context and audience for communications; maintain composure under pressure. 

Proactivity & Initiative - Pull tasks from conversations without waiting for explicit instructions. Seek solutions independently and learn new tools as needed. 

Organizational Skills - Ability to structure one’s own workload and assist executives in prioritizing theirs. 

Adaptability - Comfortable with shifting priorities and unexpected changes in a high-energy and dynamic environment. 

Technical Skills - Proficiency in Microsoft Office Suite (Excel, PowerPoint). Familiarity with or aptitude for scheduling and reporting tools (Epic, Shift Admin). 

Collaboration - Engage with other executive assistants and administrative staff for best practices and support. 

Ideal Candidate Attributes 

• Thrives in a fast-paced, dynamic, unpredictable environment. 

• Demonstrates resilience and composure when priorities shift. 

• Acts as a trusted partner to executives, ensuring reliability and follow-through. 

• Brings creativity and curiosity to improve processes and enhance efficiency.