Administrative & Operations Assistant

Administrative & Operations Assistant

Part-Time (24 hours per week) | Hybrid

The Administrative & Operations Assistant provides administrative and operational support to the Executive Director and serves as a key point of coordination for Board of Directors activities, organizational meetings, and select operational functions. This role also supports engagement and coordination with board members, community partners, and collaborators across organizational initiatives. Responsibilities include executive calendar management, meeting and board coordination, governance support, and accurate handling of administrative and documentation processes to ensure smooth day-to-day operations. The position requires exceptional attention to detail, strong organizational and communication skills, professionalism, discretion, and the ability to manage multiple priorities with reliability and follow-through. The ideal candidate will be highly proficient in Microsoft Outlook, Zoom, and Microsoft Teams and comfortable supporting seamless communication and meeting execution across both virtual and in-person environments. This is a highly trusted role within a mission-driven organization focused on advancing healthcare quality, safety, and innovation across Vermont. Part-time position scheduled for 24 hours per week. A commitment to VPQHC’s Core Values is essential:

• Leading with Compassion – Fostering empathy, respect, and care.
• Excellence in All We Do – Holding ourselves to the highest standards.
• Independent Thinking, Purposeful Collaboration – Balancing independence and teamwork.
• Evidence-Based Innovation – Driving improvement through research, data, and creativity.
• Integrity & Trust – Acting with honesty, accountability, and transparency.

Key Responsibilities

Executive Director

• Manage the Executive Director’s calendar using Microsoft Outlook
• Coordinate meetings and prepare materials
• Track follow-ups and support timely completion of action items
• Provide administrative support including expense reporting, travel coordination, registrations, and related logistics
• Assist with preparation, organization, and distribution of documents and correspondence as needed

Board of Directors

• Coordinate Board meetings, including scheduling, agendas, and logistics
• Prepare, organize, and distribute board packets and supporting materials
• Attend Board meetings and take accurate, timely minutes
•  Maintain organized records of board governance documents and communications
•  Support the development and maintenance of positive relationships with board members, community partners, and collaborators across organizational initiatives.

Meeting, Training & Events

• Assist with the coordination and execution of meetings, trainings, and events across virtual, hybrid, and in-person formats
• Support scheduling, invitations, participant communications, and materials distribution
• Schedule and support Zoom and Microsoft Teams sessions, including technical assistance with access, screen sharing, recording, troubleshooting, etc.
• Ensure smooth execution of meetings and trainings from setup through follow-up
• Distribute agendas, materials, notes, and action items in a timely manner

Administration & Operations

• Prepare, format, and distribute organizational documents, reports, and correspondence
• Support with human resources-related needs
• Maintain organized digital filing systems and shared drives
• Support general administrative workflows across the organization
• Assist with coordination of affiliated administrative responsibilities, including condo association support

Finance & Documentation

• Track and organize credit card receipts and supporting documentation
• Support expense documentation and reconciliation preparation
• Support maintaining accurate records for audit and reporting purposes

Qualifications

Required

• Demonstrated experience in executive support, administrative coordination, or a similar role
• Strong proficiency in Microsoft Outlook, Zoom, and Microsoft Teams
• Experience managing complex calendars and scheduling across multiple stakeholders
• Experience supporting meetings, including minute-taking or formal documentation
• Exceptional attention to detail and high accuracy in administrative work
• Strong organizational and follow-through skills
• Ability to manage multiple priorities reliably and independently
• Strong written and verbal communication skills
• High level of discretion with confidential information

Preferred

• Experience in nonprofit, healthcare, or governance environments
• Familiarity with board operations and meeting processes
• Experience coordinating trainings, events, or learning sessions
• Basic experience with financial documentation or administrative finance tasks
• Comfort working in hybrid/remote environments

We recognize that candidates may not meet every preferred qualification listed above. We are committed to supporting and training the right person who brings strong organizational skills, professionalism, initiative, and a willingness to learn!

Working Conditions

Primarily in-person, with a flexible hybrid schedule that includes regular remote work opportunities. Occasional travel and attendance at in-person meetings or events may be required.

To Apply: Please submit cover letter & resume to Hillary Wolfley, Executive Director (hillaryw@vpqhc.org).