Exec Assistant Chair/VP

POSTED ON 1/13/2021 CLOSED ON 2/2/2021
Executive Assistant - Baystate Health Hired Organization Address Springfield, MA Full Time

Job Posting for Exec Assistant Chair/VP at Executive Assistant - Baystate Health

Req#: R3886
Category(s): Administrative Support, Executive Assistant
Full Time / Part Time: Full-Time
Shift: First

Baystate Health (BH) is one of New England’s leading and largest integrated health care organizations, serving a population of nearly one million people throughout western New England. With roots dating back to the founding of Springfield City Hospital in 1873, Baystate Health has been providing high-quality and compassionate health care in western Massachusetts for more than 145 years. With more than 12,000 employees, a medical staff of nearly 3,100 physicians, and net patient service revenue of more than $1.4 billion, the ever-growing health system includes five Massachusetts hospitals.

Performs varied and extensive administrative and secretarial duties such as composing and typing complex correspondence, relaying confidential information, gathering and interpreting information to develop complex reports, maintaining departmental files, and assisting in monitoring departmental budgets.

Uses discretion and judgment when screening visitors and telephone calls, relaying confidential information, planning and organizing work load, and may direct the work of clerical support personnel to ensure established priorities are met. 

Represents the department in resolving problems, the exchange of information, and the interpretation of departmental policy and procedures.

Maintains professional integrity to ensure a positive company image as well as to foster a team environment.  Recommends changes in office procedures to improve efficiency, productivity and/or cost effectiveness. The highest level of confidentiality is expected.

Prepares complex administrative reports, presentations, statements, rosters, etc.  Performs difficult data and/or information gathering, develops complex spreadsheets, graphs, drafts, etc. and prepares special reports and analyses for review by supervisor and others.  Requires expertise in applicable departmental software and systems.

Receives and screens visitors and telephone calls and responds to general inquiries or routes to appropriate personnel

Interacts frequently with a wide variety of personnel including executives, medical staff and/or outsiders in a professional and efficient manner to obtain or relay information, arrange meeting, gather data, etc.

Receives, screens, and processes incoming correspondence, reports, memos, etc.

Answers inquiries concerning departmental activities, operations, policies and procedures.

Schedules meetings, conferences, interviews, and appointments, completes travel arrangements and maintains business calendars for supervisor and others.

Develops, maintains, and revises record-keeping and filing systems, and classifies, sorts and files correspondence, articles, records and other documents.

Assists in monitoring department budgets and accounts and reports variances as appropriate. Accepts receipts and invoices for non-routine expenditures.   Maintains inventory of office supplies, participates in evaluating and recommending purchase of office equipment, and monitors equipment service contracts.

Recommends changes in office procedures to improve efficiency, productivity, and/or cost effectiveness.

May act as a lead for other administrative personnel.

Required:  High School / GED 

Preferred:  Associate's degree

Must have:  5 Years relevant experience


Microsoft Outlook, Word, Excel, and Power Point expertise and proficiency is required. 

Access knowledge / experience is highly desired. 

Experience with departmental terminology and software is preferred. 

Strong project management skills are required.

Clinical experience (hospital, large physicians practice, clinic) 


Baystate 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.

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