Executive Assistant

WVUH West Virginia University Hospitals; United States; On-site; USD 36,000 - 48,000; Full time

Job summary

WVU Medicine seeks an experienced administrative assistant to support Executive Leadership with confidential secretarial duties, calendar management, and travel coordination. You will prepare correspondence, minutes, and reports, ensuring compliance with hospital policies.

The role requires high school diploma or higher with several years of executive office experience, strong MS Office skills, and meticulous attention to detail in a standard office setting in Morgantown, WV.

Qualifications

• High School Diploma or Equivalent with 4 years of high-level administrative experience, or an Associate’s with 2 years of exec office experience, or a Bachelor’s degree.
• Experience in a high-level executive office setting and ability to work independently.
• Strong MS Office proficiency (Word, Outlook, Excel, PowerPoint) and excellent written communication.

Responsibilities

• Provides confidential administrative support.
• Manages executive calendars and coordinates travel and lodging.
• Types correspondence, reports, memoranda, and technical papers for staff.
• Records meeting minutes and maintains records of decisions.
• Answers phones following hospital policy and provides information.
• Prepares information for leaders for meetings with executives or outsiders.
• Adheres to standard precautions at all times.

Skills

Confidentiality

Microsoft Office

Executive office experience

Attention to detail

Education

High School Diploma or Equivalent + 4 years admin experience

Associate’s Degree + 2 years executive office experience

Bachelor’s Degree

Job description

Welcome! We’re excited you’re considering an opportunity with us! Below, you’ll find other important information about this position.

Provides administrative/secretarial support to Executive Leadership and performs diversified administrative and secretarial functions.

MINIMUM QUALIFICATIONS

EDUCATION, CERTIFICATION, AND/OR LICENSURE: 1. High School Diploma or Equivalent AND Four years of high level Administrative Experience OR Associate’s Degree AND Two years of high level Executive Office Experience OR Bachelor’s Degree.

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.

• Provides confidential administrative support.
• Maintains the assigned executive(s) daily appointment calendar; Makes travel and lodging arrangements as required.
• Types correspondence, reports, memoranda, special projects, technical papers and related material for department staff.
• Composes letters and memoranda from dictation, verbal direction or from knowledge of hospital policy and procedures.
• Records meeting minutes to maintain an accurate record of decisions.
• Answers telephone and provides information in accordance with hospital policy.
• Collects and prepares information for the assigned leaders use in meetings with executive staff members and outside individuals.
• Follows standard precautions at all times.

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.

• Ability to sit for long periods of time.

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.

• Standard office environment.

SKILLS AND ABILITIES

• Maintains a high level of confidentiality at all times.
• Strong computer skills, communication skills, writing skills, organizational skills, and transcription are required. Demonstrated proficiency in Microsoft Office software. (including but not limited to, Word, Outlook, Excel, and PowerPoint)
• Experience in a high-level executive office setting.
• Ability to work independently and exercise good judgment with exemplary attention to detail.

Additional Job Description

Scheduled Weekly Hours: 40 Shift: Exempt/Non-Exempt: United States of America (Non-Exempt) Company: WVUH West Virginia University Hospitals Cost Center: 7850 WVUH Transplant Admin Address: 1 Medical Center Drive Morgantown West 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.

The West Virginia University Health System is a West Virginia-based academic health system that provides the full continuum of healthcare services at 30 hospitals in West Virginia, Pennsylvania, Ohio, and Maryland. With more than 47,000 employees, of which 7,200 are providers, and $10 billion in total operating revenues, the WVU Health System is anchored by an 890-bed academic medical center and the 150-bed WVU Medicine Golisano Children’s Hospital in Morgantown, West Virginia. Together, the Health System’s hospitals, clinics, and specialty programs provide a comprehensive continuum of care, ranging from community-based primary and specialty services to highly complex, quaternary care and post-acute care.