Executive Assistant Full Time

Position Summary

The Executive Assistant provides high-level administrative, coordination, and program support to the President and CEO of the Vermont Association of Hospitals and Health Systems (VAHHS). This role is central to the effective operation of the association, supporting executive calendar and travel management, association events and sponsorships, and the development and delivery of educational programming for members. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple priorities in a mission-driven, healthcare-focused environment.

This position is hybrid, with a combination of remote work and in-person presence at the main office and in Vermont as needed to support the President, meetings, events, and organizational priorities.

Key Responsibilities

Executive Support

• Manage the President and CEO’s complex calendar, including scheduling meetings, planning itineraries, and coordinating logistics with internal staff, member organizations, board members, and external partners.
• Assist Sr. VP and VP on calendar logistics.
• Arrange and manage travel logistics, accommodations, agendas, and briefing materials for meetings, conferences, and speaking engagements.
• Prepare correspondence, meeting minutes, presentations, reports, and meeting materials as needed.
• Serve as a primary point of contact for the President and CEO, exercising discretion and professionalism in handling sensitive and confidential information.

Event Planning and Coordination

• Plan, coordinate, and execute association meetings, conferences, and special events, both in-person and virtual.
• Manage event logistics including venues, vendors, registration, materials, agendas, and post-event follow-up.
• Support board and committee meetings, including scheduling, preparation of materials, note-taking, and distribution of minutes or action items.

Sponsorship Management

• Coordinate sponsorship opportunities for association events, webinars, and educational programs.
• Manage sponsor communications, agreements, benefits fulfillment, and recognition.
• Track sponsorship commitments and support relationship management with sponsoring organizations.

Education and Webinar Development

• Support the development, coordination, and delivery of webinars and educational programs for VAHHS members.
• Coordinate speakers, schedules, learning objectives, registration processes, and materials.
• Assist with promotion, logistics, and evaluation of educational offerings to ensure high-quality member experiences.

Organizational and Administrative Support

• Maintain accurate records, files, and databases related to events, education, and sponsorships.
• Assist with internal process improvement and administrative projects as assigned.
• Provide general office and administrative support in alignment with association priorities and deadlines.

Qualifications

Required

• Associate or bachelor’s degree or equivalent relevant experience.
• 5 -10 years of experience in an executive assistant, administrative, or operations support role, preferably in a nonprofit, association, healthcare, or professional services environment.
• Demonstrated experience managing executive calendars and coordinating complex logistics.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and attention to detail.
• Proficiency with common office and collaboration tools (e.g., Microsoft Office, calendar systems, webinar platforms).

Preferred

Experience with event planning, sponsorship coordination, or professional education programs.
Familiarity with healthcare, hospital systems, or membership-based associations.
Experience supporting virtual and hybrid meetings and webinars.

Core Competencies

• Strategic time and priority management
• Relationship building and coordination
• Problem-solving and initiative
• Confidentiality and sound judgment
• Customer service orientation for members and stakeholders

Salary Range

$70,000 – $90,000 annually, commensurate with experience and qualifications.

Benefits

VAHHS offers a comprehensive benefits package.

Working Conditions & Location

• This is a hybrid position, allowing for remote work with regular in-person time at the main office to support meetings, events, and collaboration with staff and members.
• Occasional travel within Vermont is required.
• Periodic evening or early-morning hours may be necessary to support meetings, webinars, or association events.