Req#: R33999
Category(s): Administrative Support, Executive Assistant
Full Time / Part Time: Full-Time
Shift: First

Summary:

The position is responsible for providing executive-level support to the President and CEO of Baystate Health. Maintains the executive's calendar, schedules and confirms appointments, arranges for meeting rooms or facilities, coordinates and confirms travel plans. Prepares agendas or presentations, attends meetings with the executive, and takes, transcribes, and distributes notes or minutes. Prepares and submits expense reports on behalf of the executive. Screens visitors, phone calls, emails, or physical mail. Maintains confidentiality of sensitive information. This position requires independent judgment and the highest level of diplomacy, confidentiality maturity and interpersonal skills in managing multiple requests in a manner that represents Baystate Health

Job Responsibilities:

Acts as liaison to President and CEO's office with all levels of administration and external constituents and ensures appropriate access to the President's office maintaining professionalism and positive demeanor in all interactions.

Interfaces, with President’s Counsel physicians, leadership, public officials, external stakeholders and assesses and resolves requests, issues, etc. within limits of the position in a professional polished manner.

Manages the CEO's calendar, including establishing time and meeting commitments with internal and external constituents, and balances priorities with other issues requiring the CEO's attention.

Coordinates meeting arrangements, agendas, meeting materials and transcribes minutes, as needed.

Supports CEO's needs in preparation for meetings, presentations, events, and other project requests, including conducting research and compiling data.

Schedules and coordinates all meetings and events concerning the senior leadership team and other parties, as needed.

Prepares general and confidential written correspondence, including letters, memos, reports, and other documents.

Maintains current knowledge of organizational activities/initiatives and ensures CEO is kept informed about operational activities, new developments, and community issues.

Manages travel and business-related expenses incurred by the CEO; keeps appropriate records and submits expenses for reimbursement following all internal policies and external regulations.

Works collaboratively within the mission-driven organization and uses cross-functional communication.

Manages other projects assigned by President and CEO for Baystate Health.

Education:

Bachelor’s degree preferred but not required.

Minimally Required Experience:

5+ years in highly responsible Executive Assistant role with strong MS Office Suite and Microsoft Teams expertise.   Healthcare experience preferred but not required. Highly detailed-oriented with superior talents in organizational methods, prioritization along with the ability to multitask and shift priorities as needed to meet objectives on a daily basis.
 

Skills/Competencies:

Excellent interpersonal skills, including the ability to provide prompt, high-quality customer service to internal and external customers and exercise patience, respect, collaboration, and professionalism in all routine and non-routine interactions.   Ability to anticipate, understand, and handle sensitive issues.  Demonstrates an expert-level of understanding on how to be an effective team member by modeling desired behavior.  Demonstrates an expert-level of understanding regarding specific roles, responsibilities, and expectations within the organization and uses that understanding to establish effective relationships across all levels of the organization to obtain desired results.

You Belong At Baystate

At Baystate Health we know that treating one another with dignity and equity is what elevates respect for our patients and staff. It makes us not just an organization, but also a community where you belong. It is how we advance the care and enhance the lives of all people.

DIVERSE TEAMS. DIVERSE PATIENTS. DIVERSE LOCATIONS.

Education:

Bachelors Degree

Certifications:

Equal Employment Opportunity Employer

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.

Apply Now