Executive Assistant

Generation West Virginia; Morgantown (WV); On-site; USD 42,000 - 64,000; Full time

Job summary

Valley HealthCare System is seeking an Executive Assistant to support the Chief Executive Officer and executive team in Morgantown, WV. This role ensures efficient administrative operations and professional representation of the organization.

Responsibilities include coordinating the CEO’s schedule, screening calls, arranging travel and meetings, preparing reports, and data entry. The candidate must maintain filing systems, draft correspondence, and support board activities with discretion.

Qualifications

• Bachelor’s degree or equivalent required; strong admin background.
• Two years’ executive assistant experience preferred; confidentiality essential.
• Must be proficient in MS Office and data entry; able to handle sensitive information.

Responsibilities

• Coordinate CEO schedule and manage appointments.
• Screen and route calls for CEO; handle correspondence.
• Arrange travel, meetings, and meeting logistics; prepare reports.
• Prepare and distribute minutes; maintain filing system.
• Support board and committee meeting prep and follow-up.

Skills

MS Outlook skills

Interpersonal skills

Board coordination

Data entry

Time management

Education

Bachelor’s degree or equivalent

Advanced technical training

Tools

Microsoft Outlook

Excel

Word

Job description

JOB TITLE: Executive Assistant

DIVISION: Administration

REPORTS TO: Chief Executive Officer

FLSA STATUS: Exempt

WORK HOURS: Monday - Friday 8:00AM - 5:00PM (Varies)

NATURE OF WORK

Performs administrative duties for the Chief Executive Officer as well as other executive management personnel. Responsibilities include general clerical duties, screening calls, making travel, and meeting arrangements, preparing reports, and data entry. Requires strong computer and MS Outlook skills. Also calls for flexibility, excellent interpersonal skills, Board coordination experience, and the ability to work well with all levels of management and staff.

MINIMUM QUALIFICATIONS

• Ability to perform Essential Duties as outlined below.
• Must demonstrate integrity and respect for confidentiality.
• Bachelor’s Degree, equivalent experience, or advanced technical training.
• Working knowledge of computer applications including Microsoft Outlook, Excel, and Word.
• Two years’ previous experience in an administrative assistant/executive secretarial position.
• Ability to communicate verbally and in writing with individuals of the organization and departments of state government.
• Must possess outstanding organizational, time management, and record keeping skills.
• Ability to work with limited direct supervision.
• Ability to comply with Client’s Rights.
• Ability to comply with Valley’s and division/departmental safety procedures.
• Ability to read, speak, understand, and write the English language.

PREFERRED QUALIFICATIONS

• Previous experience working for a CEO or Executive Director.
• Five years’ previous experience in an administrative assistant/executive secretarial position.

ESSENTIAL DUTIES

• Always demonstrates integrity.
• Always respects and protects the confidentiality of the CEO.
• Coordinates schedule and activities of the CEO.
• Screens calls for CEO and prioritizes calls and appointments.
• Opens and sorts the CEO mail.
• Arranges calls, appointments, meetings, accommodations, and travel schedules.
• Composes correspondence as needed.
• Conducts computer data entry and retrieval.
• Prepares, records, and disseminates minutes of internal meetings.
• Develops and maintains filing system.
• Coordinates preparation of Board and Board Committee Meetings including the distribution of notices and Board Packets, conducts reminder calls prior to meeting, prepares facilities for the meetings, and takes minutes during the meetings.
• Operates normal office equipment such as computers, phones, fax machines, scanners, and copiers.
• Projects a professional image to the public.
• Follows Valley’s policies and procedures.
• Manages special projects.
• Maintains independent contractor files and is responsible for tracking and monitoring of such
• Other duties as assigned.

As an Employee of Valley HealthCare System, there are conducts and standards to strive for in our job positions to be successful and assist the organization in promoting and maintaining success as an organization. Employees of Valley HealthCare System are evaluated on key performance indicators in the three major categories in the example table below. To be considered for promotions, raises, awards, and recognition of achievement, employees must meet or exceed Valley standards for Performance, Attendance, and Conduct. Evaluations are based on Valley’s standards for these three categories. The fully successful employee at Valley will meet standards in all three areas. Failure to meet standards in any area will result in retraining and coaching to help you meet standards. Continued failure to meet standards will result in formal attempts to improve your performance as described in Valley’s Personal Accountability System Procedure.

KPI

• Performance: Ability to perform Essential Duties. Fully Successful: Performs all essential duties within established standards at all times. Fails to meet standard: Fails to perform one or more duties within standards.
• Attendance: Shows up regularly & on time. Fully Successful: Meets attendance standards for their assigned position 100% of the time. Fails: Fails to fully meet timeliness or attendance standards.
• Behavior / Conduct: Demonstrates professionalism. Fully Successful: Always meets standards for behavior as described in Valley’s Values & Standards of Performance & Ethical Conduct Procedure #055-011-101. Fails: Fails to always meet standards for professional behavior as described in Valley’s Values & Standards of Performance & Ethical Conduct Procedure #055-011-101.

At Valley HealthCare System we recruit, hire, employ, train, promote, and compensate individuals based on job-related qualifications and abilities. Valley HealthCare System has a longstanding policy of providing a work environment that respects the dignity and worth of each individual and is free from all forms of employment discrimination that is protected by law. In addition, Valley HealthCare System has policies in place to provide reasonable accommodation to those with a disability.