Exec Assistant Chair/VP

Note: The compensation range(s) in the table below represent the base salaries for all positions at a given grade across the health system. Typically, a new hire can expect a starting salary somewhere in the lower part of the range. Actual salaries may vary by position and will be determined based on the candidate's relevant experience. No employee will be paid below the minimum of the range. Pay ranges are listed as hourly for non-exempt employees and based on assumed full time commitment for exempt employees.

Minimum - Midpoint - Maximum

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 our experienced Department of Surgery team in Springfield, MA.

RESPONSIBILITIES:  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.

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.

QUALIFICATIONS: 

• 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

SCHEDULE:

• Full-time
• Monday through Friday 8:00am-4:30pm or 8:30am-5:00pm
• No weekends, no holidays

LOCATION:

• 759 Chestnut St.
• Springfield, MA

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.

We strive to be the place where we can help you build the career you deserve – apply today – YOU belong at Baystate!

OUR COMPENSATION PHILOSOPHY

We offer competitive total compensation that includes pay, benefits, and other recognition programs for our employees. The base pay range shown above considers the wide range of factors that are considered in making compensation decisions including knowledge/skills; relevant experience and training; education/certifications/licensure; and other business and organizational factors. This base pay range does not include our comprehensive benefits package and any incentive payments that may be applicable to this role.

Education:

Certifications:

Equal Employment Opportunity Employer