Executive Assistant Chair

Baystate Health, a nationally recognized leader in healthcare quality and safety, and home to Baystate Medical Center (BMC), and the region's only level 1 trauma center, providing services throughout western Massachusetts  is

looking for a full time Executive Administrator.

DEPARTMENT DESCRIPTION:

• Leadership Structure
• Awards for Unit Department, high performing unit, high engagement scores, etc.
• Teamwork, flexibility, peer support

SCHEDULE:

• Monday - Friday​
• 8:00 am - 4:30 pm
• 40 hours
• Full time

• This is a hybrid position.

  It will require you being in the office 1 day a week.

LOCATION:

• 3601 Main Street
• Springfield, Massachusetts

THE ADVANTAGES OF WORKING WITH BAYSTATE!

• 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

Baystate Health, western Massachusetts’ only academic center and tertiary care provider has a long and proud tradition of continuous learning and improvement. We educate and train hundreds of healthcare workers every year and advance knowledge about new approaches to care. At Baystate Health we know that treating one another with dignity and equity is what elevates respect for our patients and staff.  We are committed to increasing diverse representation across our organization. Together our inspired and compassionate teams manage the whole health needs of all communities in need.  

Summary Description:

This position entails executive assistant and administrative duties such as composing and typing complex correspondence, relaying confidential and urgent information, gathering and interpreting information to develop complex reports, maintaining departmental files and databases/mailing lists, updating the departmental website, assisting in processing payment for and monitoring of departmental budgets, creating complex spreadsheets and other documents, and representing the department in exchange of information.

Develops content, assembles and distributes outgoing correspondence, and prepares appropriate responses to routine inquiries. Maintains department chair and division chiefs' calendars, schedules/confirms meeting and travel arrangements, and processes expense and time reports. Assists the department chair in writing, reviewing, and proofreading publications, reports, grant submissions, and correspondence. 

Requires excellent organizational, interpersonal, communications/writing, project management, and customer service skills in serving multiple demands from internal colleagues, senior management, and colleagues/contacts outside of Baystate. Ability to manage multiple projects simultaneously and bring closure to projects and assignments, plan ahead, and initiate activities critical to the department. Must also demonstrate creativity, flexibility at a moment’s notice to adapt and respond effectively given the demands of the day, and the ability to work independently and as part of a team. Must be detail-, goal-, and process-oriented. Must relate cooperatively and effectively with co-workers and colleagues and build alliances and trust within the work unit and organization. Maintains professional image, integrity, and confidentiality of organizational proprietary information to ensure a positive image and foster a positive work environment.

The incumbent is required to function independently and manage projects with minimal supervision with flexibility to meet the needs of the department. This description covers the essential functions of the position. Incumbent is expected to perform other similar and related duties as assigned. Routinely assists other administrative support staff within the division and staff within the department if time and priorities permit.      

Job Requirements: