Executive Assistant to CIO, IT — Strategic Admin & PM

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

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