Executive Assistant

Baystatehealth; Springfield (MA); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Excellent insurance

Generous PTO

Education support

401k retirement match

Job summary

Baystate Health in Springfield, MA seeks an experienced Executive Assistant to provide high-level administrative and executive support to our Quality, Safety, and Regulatory team.

You will manage calendars, coordinate meetings, prepare reports and presentations, and handle confidential information with discretion and professionalism. The role also supports budgets, special projects, and cross-department collaboration within the hospital system.

Qualifications

• High School Diploma or GED required.
• Minimum 5 years of extensive administrative support experience.
• Highly proficient in Microsoft Office Suite.
• Strong project management skills.
• Ability to handle highly confidential information.

Responsibilities

• Provide executive and administrative support including calendar management, meeting coordination, travel arrangements, and expense reports.
• Prepare agendas, materials, reports, and complex documents for executive use.
• Compose and edit executive-level correspondence for accuracy and professionalism.
• Act as liaison between Quality, Safety, and Regulatory and hospital/system departments.
• Coordinate projects, manage timelines, and support annual work plans and budgets.
• Maintain files, databases, and mailing lists; ensure data accuracy and accessibility.
• Screen visitors and calls and route to appropriate individuals.
• Identify opportunities to improve office procedures and productivity.
• Support special projects and other strategic initiatives.

Skills

High School Diploma or GED

5 years admin support

Microsoft Office Suite

Project management

Handling confidential information

Education

GED or HiSET (Required)

Job description

Baystate Health is seeking an experienced and highly organized Executive Assistant to provide high-level administrative, executive support, and project management services to our experienced Quality, Safety, and Regulatory team in Springfield, MA

RESPONSIBILITIES

• Provide comprehensive executive and administrative support including calendar management, meeting coordination, correspondence, travel arrangements, expense reports, and time reporting.
• Prepare meeting agendas, materials, reports, presentations, contracts, correspondence, and other complex administrative documents.
• Compose, proofread, and edit executive-level correspondence and communications for accuracy, clarity, consistency, and professionalism.
• Serve as a key liaison between the Department of Quality, Safety, and Regulatory, hospital and system departments, committees, senior leaders, colleagues, and community stakeholders.
• Manage confidential and urgent information with sound judgment, discretion, and professionalism.
• Coordinate projects by managing people, resources, timelines, research, data compilation, and problem resolution to ensure successful completion.
• Support development of annual work plans, goals, staff meeting agendas, project plans, and communication implementation plans.
• Maintain departmental files, databases, records, and mailing lists while ensuring information is accurate and accessible.
• Assist with departmental budgets, payment processing, expense tracking, and related administrative activities.
• Screen and triage visitors, telephone calls, and inquiries, determining appropriate responses or routing matters to the appropriate individual.
• Identify opportunities to improve office procedures, efficiency, productivity, and cost effectiveness.
• Support special projects and other strategic initiatives.
• Coordinate with and provide support to other administrative staff within the Division and department as priorities and workload permit.
• May coordinate or supervise clerical support personnel and participate in interviewing, hiring, and performance management activities, as appropriate.

QUALIFICATIONS

• High School Diploma or GED, required
• Minimum of 5 years of extensive administrative support experience
• Highly proficient in Microsoft Office Suite, required
• Strong project management skills, required
• Ability to handle highly confidential information

Education:

• GED or HiSET (Required)

SCHEDULE

Full-time

Monday through Friday 8:30am-5:00pm

No weekends, no holidays

LOCATION

759 Chestnut St.

Springfield, MA

THE ADVANTAGES OF WORKING WITH BAYSTATE!

• Excellent Compensation High-quality, low-cost medical, dental and vision insurance
• Generous PTO - up to 25 days in the first year, with scheduled earned increases
• Continuing education support and reimbursement
• First Time Home Buyers Financial Packages
• Farm Share Memberships
• 403b retirement company match & annual company contribution increase based on years of service
• Free money coach advice from a certified professional
• Wellbeing programs that include but are not limited to mental, physical, and financial health
• Pet, home, auto and personal insurance
• Life insurance
• Reimbursement for a variety of wellbeing activities, included but limited to gym membership and equipment, personal trainer, massage and so much more!
• Wellbeing programs that include but are not limited to mental, physical, and financial health.

Compensation

Note: The compensation range(s) in the table below represent the base salaries for all positions at a given grade across the health system. Typically, a new hire can expect a starting salary somewhere in the lower part of the range. Actual salaries may vary by position and will be determined based on the candidate's relevant experience. No employee will be paid below the minimum of the range. Pay ranges are listed as hourly for non-exempt employees and based on assumed full time commitment for exempt employees.

Minimum - Midpoint - Maximum $29.30 - $33.68 - $39.83

Equal Employment Opportunity Employer Baystate Health is an Equal Opportunity employer.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status.