Administrative Assistant - Part-Time

Valley Medical Group is looking for an Administrative Assistant who reports to the Senior Leadership Team in our Greenfield Health Center. If you are looking for a dynamic environment, this is your opportunity!

Position:
Administrative Assistant

Location:

Greenfield, MA

Hours:

20 hours per week, Monday - Friday. Exact schedule to be discussed at interview.

Salary: $21.46 to $30.56 per hour

• Maintain daily appointment calendars for the senior leadership team; schedule and coordinate all meetings, including Board, Shareholder, committee, executive, Town Hall, leadership, and external conference meetings.
• Monitor and manage meeting room availability; schedule recurring meetings through electronic calendar systems and automate scheduling.
• Coordinate logistics for meetings—booking facilities, arranging AV equipment, organizing refreshments, setup, and post‑meeting cleanup.
• Support retirements recognition, recruitment of new practitioners, onboarding activities, scheduling interviews, and tours.

• Maintain comprehensive confidential Board records: minutes, resolutions, bylaws, policies, Board seats/elections, and official correspondence.
• Develop and maintain organized electronic and physical filing systems for all Board/shareholder documents with proper retention policies.
• Track action items from Board meetings and follow up on pending matters.

• Manage electronic communications for the senior leadership team: email correspondence, electronic document sharing, and digital collaboration platforms; monitor and respond to emails and route urgent matters.
• Maintain distribution lists and ensure timely dissemination of organizational updates and Board communications.
• Communicate across the organization in support of the Senior Leadership team and Board Chair.

• Maintain up‑to‑date electronic filing systems for all administrative records, Board/shareholder documents, contracts, Business Associate Agreements, and master documents.
• Build and maintain databases for yearly schedules, contact information, meeting records, and organizational documents.
• Ensure all electronic files are properly backed up, secured, and accessible to authorized personnel; update and maintain meeting schedules, Board seats, committees, practitioner policies, and handbooks on institutional platforms and intranet website.

• High‑school diploma or equivalent required; associate’s degree preferred.
• Minimum 3–5 years of professional administrative support experience, preferably in a health‑care setting.

• Extensive knowledge of Microsoft 365 and Zoom.
• Strong experience preparing documents, writing reports, developing presentations, organizing materials, and responding to correspondence.
• Previous experience in customer service.

• 401(k) plan with company match
• Health Savings Account & Flexible Spending Account
• Generous paid time off
• 7 paid holidays
• Company‑paid long‑term disability insurance
• Company‑paid life insurance
• Voluntary life, accident and critical illness insurance options
• Company wellness program
• Employee assistance program
• Free on‑site parking