Executive Assistant, Surgical Services
About The Position
Baystate 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. 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.
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
- GED or HiSET (Required)
Responsibilities
- 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.
Benefits
- 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!
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
High school or GED
