Administrative Assistant - Part-Time

Valley Medical Group is looking for an Administrative Assistant who reports to the Senior Leadership Team in our Greenfield Health Center. If you are looking for a dynamic environment, this is your opportunity! Position: Administrative Assistant Location: Greenfield, MA Hours: 20 hours per week, Monday - Friday. Exact schedule to be discussed at interview. Salary: $21.46 to $30.56 per hour Job Responsibilities Meeting Management and Scheduling Maintain daily appointment calendars for the senior leadership team; schedule and coordinate all meetings, including Board, Shareholder, committee, executive, Town Hall, leadership, and external conference meetings. Monitor and manage meeting room availability; schedule recurring meetings through electronic calendar systems and automate scheduling. Coordinate logistics for meetings—booking facilities, arranging AV equipment, organizing refreshments, setup, and post‑meeting cleanup. Support retirements recognition, recruitment of new practitioners, onboarding activities, scheduling interviews, and tours. Board Documentation and Records Management Maintain comprehensive confidential Board records: minutes, resolutions, bylaws, policies, Board seats/elections, and official correspondence. Develop and maintain organized electronic and physical filing systems for all Board/shareholder documents with proper retention policies. Track action items from Board meetings and follow up on pending matters. Electronic Communication and Correspondence Manage electronic communications for the senior leadership team: email correspondence, electronic document sharing, and digital collaboration platforms; monitor and respond to emails and route urgent matters. Maintain distribution lists and ensure timely dissemination of organizational updates and Board communications. Communicate across the organization in support of the Senior Leadership team and Board Chair. Database and Records Maintenance Maintain up‑to‑date electronic filing systems for all administrative records, Board/shareholder documents, contracts, Business Associate Agreements, and master documents. Build and maintain databases for yearly schedules, contact information, meeting records, and organizational documents. Ensure all electronic files are properly backed up, secured, and accessible to authorized personnel; update and maintain meeting schedules, Board seats, committees, practitioner policies, and handbooks on institutional platforms and intranet website. Qualifications High‑school diploma or equivalent required; associate’s degree preferred. Minimum 3–5 years of professional administrative support experience, preferably in a health‑care setting. Additional Qualifications Extensive knowledge of Microsoft 365 and Zoom. Strong experience preparing documents, writing reports, developing presentations, organizing materials, and responding to correspondence. Previous experience in customer service. Benefits 401(k) plan with company match Health Savings Account & Flexible Spending Account Generous paid time off 7 paid holidays Company‑paid long‑term disability insurance Company‑paid life insurance Voluntary life, accident and critical illness insurance options Company wellness program Employee assistance program Free on‑site parking #J-18808-Ljbffr