Executive Projects & Communications Specialist - SOM

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.