Executive Assistant - SMG

WVU Medicine; Bensley (VA); On-site; USD 42,000 - 60,000; Full time

Job summary

WVU Medicine seeks an experienced administrative professional to provide confidential support to Executive Leadership, manage calendars, coordinate travel, and prepare correspondence and reports.

The role requires strong MS Office skills, exceptional organizational abilities, and the ability to work independently in a hospital setting. A high school diploma with extensive experience, or an associate/bachelor’s degree, qualifies.

Qualifications

• High School Diploma or Equivalent with 4 years of high-level administrative experience OR Associate’s Degree with 2 years of executive office experience OR Bachelor’s Degree.
• Maintains confidential administrative support and manages calendar, travel, and correspondence.
• Strong computer, writing, organizational, and transcription skills; proficient in Microsoft Office.

Responsibilities

• 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.
• Stores and manages information according to WVU Medicine policies.

Skills

Confidentiality

MS Office proficiency

Written communication

Organizational skills

Transcription

Executive office experience

Education

High School Diploma or Equivalent

Associate’s Degree

Bachelor’s Degree

Tools

Microsoft Office

Word

Outlook

Excel

PowerPoint

Job description

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.

1. Provides confidential administrative support.
2. Maintains the assigned executive(s) daily appointment calendar; Makes travel and lodging arrangements as required.
3. Types correspondence, reports, memoranda, special projects, technical papers and related material for department staff.
4. Composes letters and memoranda from dictation, verbal direction or from knowledge of hospital policy and procedures.
5. Records meeting minutes to maintain an accurate record of decisions.
6. Answers telephone and provides information in accordance with hospital policy.
7. Collects and prepares information for the assigned leaders use in meetings with executive staff members and outside individuals.
8. 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.

1. 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.

1. Standard office environment.

SKILLS AND ABILITIES:

1. Maintains a high level of confidentiality at all times.
2. 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)
3. Experience in a high-level executive office setting.
4. Ability to work independently and exercise good judgment with exemplary attention to detail.

Additional Job Description:

Scheduled Weekly Hours:

40

Exempt/Non-Exempt:

United States of America (Non-Exempt)

Company:

SMG System Medical Group

Cost Center:

671 SMG Corporate Admin

Address:

3040 University Ave

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.