Executive Assistant, Surgical Services

Baystate Health; Springfield, Northern (MA, KY); Hybrid; USD 32,000 - 44,000; Full time

Benefits offered by this job

Excellent compensation

PTO 25 days in first year

Continued education support

403b retirement company match

Job summary

Baystate Health is seeking an experienced Executive Assistant to provide high-level administrative and executive support to the Department of Surgical Services in Springfield, MA. The role emphasizes proactive organization, discretion with confidential information, and managing multiple priorities in a fast-paced hospital setting.

The position requires strong Microsoft Office skills, 5+ years of administrative experience, and solid project management capabilities.

Qualifications

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

Responsibilities

• Provide executive and administrative support to the Vice President of Surgical Services 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 Department of Surgical Services, 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

Project management

Microsoft Office Suite

Calendar management

Confidential information handling

Education

High School Diploma or GED

Job description

## Executive Assistant, Surgical ServicesApply: Springfield, Massachusetts: Full time: Posted Today: R44890Baystate Health is seeking an experienced and highly organized **Executive Assistant** to provide high-level administrative, executive support, and project management services to our experienced Surgical Services department in Springfield, MAThe 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 the Department of Surgical Services 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 Vice President of Surgical Services 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 Surgical Services, 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**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.**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$23.46 - $26.97 - $31.91