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:

• 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.

Basic Qualifications:
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.

Education

• Bachelors degree in a relevant field (e.g., public policy, communications, business, health services or related discipline).

License, Certification, Registration

• N/A

Additional Requirements:

• 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.

Preferred Qualifications:

• 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.

Primary Location: California,Pasadena,KP School of Medicine
Scheduled Weekly Hours: 40
Shift: Day
Workdays: Mon, Tue, Wed, Thu, Fri
Working Hours Start: 08:00 AM
Working Hours End: 05:00 PM
Job Schedule: Full-time
Job Type: Standard
Employee Status: Regular
Worker Location: Flexible
Employee Group/Union Affiliation: NUE-PO-01|NUE|Non Union Employee
Job Level: Individual Contributor
Department: SCHOOL OF MEDICINE - Dean's Office - 9201
Pay Range: $82400 - $106590 / year Kaiser Permanente strives to offer a market competitive total rewards package and is committed to pay equity and transparency. The posted pay range is based on possible base salaries for the role and does not reflect the full value of our total rewards package. Actual base pay determined at offer will be based on labor market data, internal alignment, and a candidate's years of relevant work experience, education, certifications, skills, and geographic location.
Travel: Yes, 5 % of the Time