Executive Assistant, IT

1100 Baystate Administrative Svc.; United States; On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Excellent compensation

PTO – up to 25 days in year 1

Continuing education support

403b retirement match

Health insurance

Job summary

Baystate Health in Springfield, MA seeks an experienced Executive Assistant to provide high-level administrative and executive support to the IT department. You will manage calendars, coordinate meetings, prepare complex documents, and handle confidential information with discretion.

Responsibilities include supporting the Chief Information & Digital Officer, coordinating projects, travel, expenses, and time reporting, while helping drive annual work plans and departmental communication.

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 and ability to handle confidential information.

Responsibilities

• Serve as trusted partner to senior IT leadership, coordinating complex admin tasks.
• Provide executive support including calendar management, travel, and expense reporting.
• Prepare agendas, materials, reports, and other administrative documents.
• Draft and edit executive communications for accuracy and professionalism.
• Coordinate IT projects, manage timelines, resources, and communications.
• Assist with departmental budgets and related administrative activities.
• Screen visitors and inquiries; route to appropriate contacts.
• Identify improvements to office procedures and efficiency.
• Support special projects and other strategic initiatives.

Skills

Project management

MS Office

Confidentiality

Executive support

Education

High School Diploma or GED

Compensation certification

Tools

Microsoft Office Suite

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 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.
• Strong project management skills, required.
• Ability to handle highly confidential information.
• Education: GED or HiSET (Required).
• Certifications: Compensation.

SCHEDULE

Full-time Monday through Friday 8:30am-5:00pm. No weekends, no holidays.

LOCATION

1 Monarch Place, Springfield, MA

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.

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.

Baystate Health (BH) is one of New England’s leading and largest integrated health care organizations, serving a population of nearly one million people throughout western New England. With roots dating back to the founding of Springfield City Hospital in 1873, Baystate Health has been providing high-quality and compassionate health care in western Massachusetts for more than 145 years. With more than 12,000 employees, a medical staff of nearly 3,100 physicians, and a net patient service revenue of more than $1.4 billion, the ever-growing health system includes five Massachusetts hospitals and the Baystate Mary Lane Outpatient Center in Ware: Baystate Medical Center in Springfield Baystate Children’s Hospital (located at Baystate Medical Center) Baystate Franklin Medical Center in Greenfield Baystate Wing Hospital in Palmer Baystate Noble Hospital in Westfield