Senior Executive Assistant

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This role provides high level administrative, operational, and strategic support to senior leadership across the WVUHS Health System, serving as a trusted partner in managing executive priorities, workflows, and day to day operations. The position requires sound judgment, discretion, and the ability to anticipate needs while operating in a fast paced, highly visible environment, and plays a critical role in supporting executive effectiveness and organizational leadership.

Provides comprehensive administrative and executive support to Senior Vice Presidents, Chiefs, and Vice Presidents. Manages complex calendars, priorities, and time management for assigned Senior Executive(s) to ensure efficiency and effectiveness. Prepares executive correspondence, presentations, and memoranda with a high level of professionalism. Organizes meeting materials, tracks issues and action items, and ensures timely follow up. Coordinates administrative and leadership meetings, prepares agendas and minutes, and plans special events and executive engagements that support seamless operations and positive leadership experiences.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High School Diploma or Equivalent AND Four (4) years of high-level Administrative experience.

OR

2. Associate’s Degree AND Two (2) years of high-level Executive Office experience.

OR

3. Bachelor’s Degree.

PREFERRED QUALIFICATIONS:

EXPERIENCE:

1. Experience in a health care and medical education environment.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position.  They are not intended to be constructed as an all-inclusive list of all responsibilities and duties.  Other duties may be assigned.

1. Responsible for organization, time and task management, including calendar management for the assigned Senior Executive(s).

2. Prepare meeting materials in advance. In many cases this will involve contacting meeting participants in advance to determine the proposed outcome.

3. Organizes and reroutes all correspondence for the Senior Executive(s) in order to ensure timely review and response.

4. Tracks all tasks assigned through the Senior Executive’s office and provides regular status updates to the Senior Executive(s).

5. Responsible for overseeing all internal and external correspondence for Senior Executive’s Office.

6. Independently prepare memos and presentations. Prepare letters of response to internal and external contacts.

7. Responsible for a number of events hosted by the Senior Executive(s). May include board and committee meetings, annual and special events, dinners, luncheons, retreats, seminars, etc. Event planning includes venue selection, menus, and seating coordination, lodging and transportation arrangements and drafting invitations and agendas.

8. Responsible for registration, lodging and transportation for conferences and other offsite meetings.

9. Responsible for expense reports and corporate purchase card reconciliation.

10. Receives and diplomatically handles calls and visits from administrators, physicians, patients, vendors, consultants, representatives of the news media, members of the boards and committees, and national and state dignitaries.

11. Prepares documents for signatures and coordinates execution and mailing of documents.

12. Assists with creation and ongoing management of departmental budgets for senior executives including maintaining accurate FTE counts throughout the year.

13. Anticipates executive needs by proactively identifying priorities, potential issues, and opportunities for improved workflow or process efficiency

14.  Maintains strict confidentiality and exercises discretion when handling sensitive and confidential information.

15.  Other duties as needed.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Ability to sit for long periods of time.

2. Ability to lift, push or pull 10-15 pounds.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Working conditions are based on a normal office environment.

SKILLS AND ABILITIES:

1. Demonstrated proficiency in Microsoft Office software (including but not limited to Outlook, Word, Excel, PowerPoint).

2. Must demonstrate excellent interpersonal and communication skills, both in writing and orally.

3. Mental acuity: Must be constantly alert to and anticipate needs of Senior Executive(s). Deadlines may be extremely tight, and failure to meet these deadlines can be critical. Total concentration and constant attention is required.

4. Excellent organizational skills

5. Ability to maintain confidentiality: Due to the wide range of individuals with whom the person in this position is interacting, failure to handle these contacts correctly and diplomatically could have adverse effects on the System. Release of incorrect or confidential information could have serious legal repercussions.

6. Analyzing and finding solutions to office procedural issues.

7. In the absence of the Director, Executive Affairs and Senior Coordinator Administration, the incumbent may have to make decisions about how to respond to specific requests from all constituencies and make appropriate referral of calls or requests to Senior Executive(s).

8. Make recommendations to the Senior Executive(s) and to departmental office staff about problems that may arise.

9. Make recommendations to the Director of Executive Affairs with regard to policies affecting departments and other aspects of the System.

Additional Job Description:

Scheduled Weekly Hours:

40

Shift:

Exempt/Non-Exempt:

United States of America (Non-Exempt)

Company:

SYSTEM West Virginia University Health System

Cost Center:

500 SYSTEM Administration

Address:

1085 Van Voorhis RdMorgantownWest Virginia

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.