Executive Projects & Communications Specialist - SOM
Pasadena, CA (On-site)
$82K/yr – $107K/yrFull time
Posted 2 months ago
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Job Description
Job Summary:
The Executive Projects & Communications Specialist serves in advanced communications, administrative, project, and support role within the Deans Office at the Kaiser Permanente Bernard J. Tyson School of Medicine (KPSOM). The position develops executive level communications, briefing materials, and board ready deliverables, and supports high priority, cross functional initiatives and school wide events involving senior leaders and external parties.
Working closely with the Chief of Staff and leadership team, the Specialist synthesizes complex academic, institutional and healthcare information into clear, well structured narratives and presentation materials that support executive communications and informed decision making. The role coordinates inputs, timelines, and deliverables for high visibility Deans Office initiatives, facilitates alignment across partners and contributors, and supports follow through on leadership decisions. The position also contributes to governance preparation, maintains high standards for documentation quality, and supports institutional research and benchmarking as needed.
Essential Responsibilities:
Experience
The Executive Projects & Communications Specialist serves in advanced communications, administrative, project, and support role within the Deans Office at the Kaiser Permanente Bernard J. Tyson School of Medicine (KPSOM). The position develops executive level communications, briefing materials, and board ready deliverables, and supports high priority, cross functional initiatives and school wide events involving senior leaders and external parties.
Working closely with the Chief of Staff and leadership team, the Specialist synthesizes complex academic, institutional and healthcare information into clear, well structured narratives and presentation materials that support executive communications and informed decision making. The role coordinates inputs, timelines, and deliverables for high visibility Deans Office initiatives, facilitates alignment across partners and contributors, and supports follow through on leadership decisions. The position also contributes to governance preparation, maintains high standards for documentation quality, and supports institutional research and benchmarking as needed.
Essential Responsibilities:
- Develop and produce executive level communications and materials on behalf of the Deans Office, including talking points, speeches, background briefings, presentations, executive summaries, memos, recommendation letters, and board ready deliverables.
- Synthesize complex academic, operational, and healthcare information-drawing on data, research, literature, and benchmarking-into clear, compelling narratives tailored to senior leaders, governing bodies, and internal and external audiences.
- Review and edit materials for clarity, tone, accuracy, and consistency, ensuring alignment with the Deans voice, school values, priorities, and established quality standards.
- Maintain version control and high documentation standards across all deliverables.
- Partner closely with the Chief of Staff to co-lead high priority initiatives sponsored by the Deans Office by coordinating scope, timelines, inputs, communications, and deliverables across multiple contributors.
- Facilitate alignment among senior leaders and project teams through structured updates, decision tracking, and change management communications.
- Monitor progress against milestones, escalate risks or barriers proactively, and support timely follow through on leadership decisions.
- Capture outcomes and lessons learned and incorporate continuous improvement practices into future initiatives.
- Contribute to institutional intelligence through targeted research, literature reviews, issue synthesis, and peer benchmarking to inform leadership discussions, decision making and operational improvement opportunities
- Contribute to the planning and execution of high visibility school wide and Deans Office events, including commencement, awards and recognition initiatives, leadership retreats, and special engagements.
- Support select Deans Office operational workflows-such as briefing cadence, document standards, and file management-to enhance efficiency, consistency, and executive readiness.
- Represent the Deans Office on school committees and workgroups, as requested.
- On occasion, support tours and engagements for visiting leaders and external guests.
- Coordinate and prepare governance and Board materials, ensuring timely collection of inputs, formatting consistency, clarity, and executive readiness.
Experience
- Minimum of four (4) or more years of experience developing written communications and presentation materials for executive audiences
- Minimum three (3) years of experience project managing special projects at a department-wide (or equivalent) level.
- Bachelors degree in a relevant field (e.g., public policy, communications, business, health services or related discipline).
- N/A
- Demonstrated experience synthesizing complex information (e.g., academic, operational, healthcare, or policy related content) into clear, concise written deliverables.
- Outstanding writing and communication skills, with demonstrable excellence in analytical and creative writing, effective communication of complex ideas to a variety of audiences, and interpersonal communication.
- Strong analytical and organizational skills, with the ability to gather information from multiple sources, assess relevance and accuracy, and translate findings into well-structured narratives.
- Proven ability to manage competing priorities, adjust to changing demands, and meet time sensitive deadlines in a fast paced environment.
- Demonstrated collaboration skills, including the ability to incorporate input from diverse contributors and maintain productive working relationships.
- High attention to detail, sound judgment, and discretion when handling sensitive or confidential information.
- Proficiency with Microsoft 365 (PowerPoint, Word, Excel, Teams), including executive?level and document design standards.
- Experience preparing materials for senior executives, governing boards, or other high-level interested parties.
- Demonstrated ability to effectively and thoughtfully leverage AI tools to support research, writing, and presentation development preferred
- Demonstrated understanding of and interest in health care, health systems, health policy, and/or medical education.
- Five (5) to seven (7) years of experience in communication and/or presentation development.
- Four (4) to six (6) or more years of project management experience leading cross?functional initiatives, developing workplans, sequencing milestones, and delivering to deadlines.
Kaiser Permanente Bernard J. Tyson School of Medicine
Located in Pasadena, California, the Kaiser Permanente Bernard J. Tyson School of Medicine provides students access to the people, data, and technology of Kaiser Permanente, one the nation’s highest-performing healthcare organizations, and the unique opportunity to learn from the physicians of the Permanente Medical Groups who provide care.We aspire to graduate doctors who: - reflect the diversity of 21st century America,- serve as catalysts of change in their chosen field of medicine,- focus on, and advocate for, their patients’ total well-being,- have the capacity to be lifelong learners and integrators of technology,The school’s curriculum is built on the three pillars of Behavioral Science, Clinical Science, and Health Systems Science. Curriculum highlights include:Anatomy taught through augmented and virtual reality, imaging, and plastination instead of cadavers • Small-group, case-based learning • Early clinical exposure through Longitudinal Integrated Clerkships • Equity, Inclusion, and Diversity threaded throughout curriculum • Research opportunities • Service-learning and global health opportunities • Team-based approach • Well-being approaches are woven throughout the curriculum and learning environment.For more information about our curriculum visit https://medschool.kp.org/education
