Project Coordinator and Executive Assistant

Baystate Health, western Massachusetts’s premier healthcare provider, is looking for an Executive Assistant/ Project Coordinator to support our SVP Chief of Diversity, Health Equity & Inclusion and DE&I team.

The Executive Assistant (EA)/ Project Coordinator will provide high level comprehensive, project coordination and executive support to the DE&I team and interact with members of the leadership team to ensure project follow-up and follow-through.

Candidates with prior work experience or interest in DEI are strongly encouraged to apply!

Will also be responsible to:

• Develop complex spreadsheets to track strategic objectives, projects, and monthly budget spend. Reconciles invoices and identifies and corrects errors. Tracks and submits support documents for team’s corporate credit card spend. Assists with employee reimbursements, recognition and incentive awards. Responsible for submitting invoices for payment in digital system.
• Organize, facilitate, and provide project coordination and administrative support for projects specific to enterprise strategic objectives for the department that the team is responsible, including but not limited to: planning and system and entity meetings with leadership teams; enterprise events and partnerships with external vendors and internal partners; development programs; community events, and senior leader events and meetings.
• Daily administrative support for the team including maintaining Outlook calendars for team. Schedule complex, high level meetings with multiple senior leadership attendees.
• Support the development of key internal information, presentations, workshops, and various materials to facilitate department or organizational department or services.
• Management of Meetings: Assists in agenda development for staff and project meetings. Records meeting minutes. Facilitates recording and distribution of digital meetings. Organize team-level documents such as annual reports annual objectives and other strategic documents.
• Assist with timekeeping to ensure time is accurately reflected in Kronos. Assists in the orientation, onboarding and equipment, systems access and supply needs on new employees and existing team on an ongoing basis.
• Serve as initial contact for new vendors and external partners, as well as the first line to screen out unnecessary contacts.
• Interacts with a wide variety of hospital executives, medical staff, board & community members in a professional and efficient manner.

Requirements

• High School / GED required, Associates Degree Preferred
• Min. 5 years of experience successfully supporting an executive level senior leader
• Min. 2 years budget management
• Min. 2 years vendor management
• Min 2 years office management
• High level efficiency and competence in Microsoft Word, Excel, Outlook and PowerPoint

Skill/Competencies

• Excellent organizational, interpersonal, verbal and written communications skills
• Detailed-oriented with superior skills in organization and prioritization. Ability to multitask and manage multiple projects.
• Excellent interpersonal skills, including the ability to provide prompt, 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.
• Maintains professional image, integrity and confidentiality of organizational proprietary information to ensure a positive image and foster a positive work environment.

What you need to know:

• Full Time- Monday through Friday. This will not be a remote opportunity
• Location: 280 Chestnut St, Springfield, MA.