Executive Assistant, Surgical Services

Executive AssistantBaystate 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, 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 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, requiredMinimum of 5 years of extensive administrative support experienceHighly proficient in Microsoft Office Suite, requiredStrong project management skills, requiredAbility to handle highly confidential informationSchedule:Full-timeMonday through Friday 8:30am-5:00pmNo weekends, no holidaysLocation:759 Chestnut St.Springfield, MAThe Advantages Of Working With Baystate!Excellent CompensationHigh-quality, low-cost medical, dental and vision insuranceGenerous PTO – up to 25 days in the first year, with scheduled earned increasesContinuing education support and reimbursementFirst Time Home Buyers Financial PackagesFarm Share Memberships403b retirement company match & annual company contribution increase based on years of serviceFree money coach advice from a certified professionalWellbeing programs that include but are not limited to mental, physical, and financial healthPet, home, auto and personal insuranceLife insuranceReimbursement for a variety of wellbeing activities, included but limited to gym membership and equipment, personal trainer, massage and so much more!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 – $31.91Equal Employment Opportunity EmployerBaystate 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.