Executive Assistant to Chair of Department of Psychiatry

Baystate Health•Springfield, MA

1d•Onsite

About The Position

Baystate Health, the largest healthcare organization in western Massachusetts and home to Baystate Medical Center (BMC), the areas only level 1 trauma center in Western Mass, is looking for an Executive Assistant to support the Chair of the Department of Psychiatry in Springfield, MA. Baystate Health, Executive Assistants provide high-level administrative, project, and operational support to a dynamic department that partners closely with executive leadership, clinical teams, and external stakeholders. This role is ideal for someone who enjoys being the go-to person—someone who exercises sound judgment, handles sensitive information with discretion, and takes pride in creating efficient, well-run systems that support organizational success.

Requirements

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

Responsibilities

Provide advanced administrative support including drafting complex correspondence, preparing reports, presentations, spreadsheets, and analyses using department-specific systems and software.
Serve as the primary point of contact for the department, professionally screening calls, emails, and visitors, and routing inquiries appropriately.
Collaborate across all levels of the organization, including executives, medical staff, and external partners, to exchange information, coordinate meetings, and support departmental initiatives.
Manage calendars and logistics , including scheduling meetings, conferences, interviews, travel arrangements, and maintaining business calendars.
Maintain and enhance record-keeping systems , including electronic databases, contract management systems, and departmental filing structures.
Support budget and resource management , assisting with expense tracking, invoice processing, inventory control, and reporting variances.
Act as the department’s technology resource , supporting system implementation, onboarding new employees to tools such as Kronos, ePerformance, and eWorkplace, and helping troubleshoot day-to-day technology needs.
Coordinate projects and initiatives , conducting research, compiling data, tracking timelines, and supporting successful completion of departmental goals.
Assist with planning and communications , including staff meeting agendas, annual work plans, reports, presentations, and website content maintenance.
Provide backup support to executive-level administrative staff as needed and assist with department events and special projects.

Benefits

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.