Administrative Assistant - Part-Time

Valley Medical Group•Greenfield, MA

9d•$21 - $31•Onsite

About The Position

Valley Medical Group is seeking a part-time Administrative Assistant to support the Senior Leadership Team and Board Chair at their Greenfield Health Center. This role involves managing daily administrative duties, coordinating meetings, maintaining business and Board of Directors documentation, and overseeing database and records maintenance. The position offers 20 hours per week, Monday through Friday, with exact hours to be discussed during the interview. This is an opportunity to work in a dynamic environment within a provider-owned, multi-specialty group serving a diverse community.

Requirements

High school diploma or equivalent required
A minimum of three-five years experience of professional experience in an administrative support role
Extensive knowledge of Microsoft 365 and Zoom
Strong experience preparing documents, writing reports, developing presentations, organizing materials and responding to correspondence
Previous experience working in customer service

Nice To Haves

Associate's degree preferred
Experience in a health care setting preferred

Responsibilities

Maintain daily appointment calendars for the senior leadership team.
Schedule and coordinate all meetings, including Board and Shareholder meetings, committee meetings, executive sessions, Town Halls, Leadership Meetings, and conferences.
Monitor and manage meeting room availability and schedule recurring meetings through electronic calendar systems.
Coordinate all logistics for meetings including booking facilities, arranging AV equipment, organizing refreshments/meals, setup, and post-meeting cleanup.
Support recognition of retirements and recruiting of new practitioners and on-boarding activities including scheduling interviews and tours.
Maintain comprehensive confidential Board records including: meeting minutes, resolutions, bylaws, policies, Board seats/elections, and official correspondence.
Develop and maintain an organized electronic and physical filing system for all Board/shareholder documents ensuring confidentiality and proper retention.
Track action items from Board meetings and follow up on pending matters.
Manage electronic communications for the senior leadership team including email correspondence, electronic document sharing, and digital collaboration platforms.
Monitor and respond to emails on behalf of executives as appropriate, flagging urgent matters and routing messages.
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.
Maintain up-to-date and organized 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, Board/shareholder committees, practitioner policies/handbook on organizational platforms and intranet website.