Executive Assistant, IT

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

Benefits offered by this job

Health insurance

PTO 25 days

Education support

Retirement match

Wellbeing programs

Life insurance

Job summary

Baystate Health is seeking an experienced Executive Assistant to provide high-level administrative and project management support to our IT department in Springfield, MA. The role requires proactive organization, discretion with confidential information, and the ability to manage competing priorities in a fast-paced environment.

Responsibilities include calendar management for the Chief Information & Digital Officer, meeting coordination, travel arrangements, document preparation, and

Qualifications

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

Responsibilities

• Provide executive and administrative support to the Chief Information & Digital Officer, including calendar management, meeting coordination, 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 Chief Information & Digital Officer, 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.

Skills

Administrative support

Confidential information handling

Education

GED/HiSET

Tools

Microsoft Office Suite

Job description

At Baystate Health we respect the privacy of our candidates and recruits. Please note that we will not contact candidates directly to ask for personal information over the phone, such as date of birth, social security number, or any other private financial information. Learn More

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

The ideal candidate is proactive, highly organized, detail-oriented, and comfortable handling confidential information while managing competing priorities in a fast-paced environment.

RESPONSIBILITIES

The Executive Assistant for Information Technology (IT) serves as a trusted partner to senior leadership, managing complex administrative responsibilities, coordinating projects and communications, and helping ensure the Division’s priorities move forward efficiently and effectively.

• Provide comprehensive executive and administrative support to the Chief Information & Digital Officer, 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 Chief Information & Digital Officer, 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
• Ability to handle highly confidential information

SCHEDULE

• Full-time
• Monday through Friday 8:30am-5:00pm

LOCATION

• 1 Monarch Place
• 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
• 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 not limited to mental, physical, and financial health.

Education

GED or HiSET (Required)

Certifications

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