Executive Assistant to the Chair

WVU Medicine; Morgantown (WV); On-site; USD 55,000 - 85,000; Full time

Job summary

WVU Medicine in Morgantown, WV is seeking a senior Executive Assistant to support the Chief Executive and Department Chairman. You will manage calendar, screen requests, coordinate travel, and prepare reports and correspondence with a focus on confidentiality.

Responsibilities include scheduling meetings, taking minutes, compiling data, maintaining files, handling privileged information, and assisting with special projects as assigned to meet deadlines and drive organizational goals.

Qualifications

• High school diploma or equivalent with four years of high-level administrative experience, or an associate's degree.
• Or a bachelor’s degree; healthcare environment experience preferred.
• Ability to maintain confidentiality and exercise sound judgment.

Responsibilities

• Initiate and complete executive support functions for the Chief Executive.
• Screen phone and face-to-face requests for the Executive.
• Maintain a tracking system and monitor status of ongoing issues.
• Coordinate scheduling for the Executive including meetings and agendas.
• Prepare minutes, gather agenda items, and compile reports.
• Maintain office files, archives, and prepare correspondence.
• Assist with special projects and monitor progress to completion.
• Arrange travel and lodging for the Executive and track expenses.
• Handle confidential material and respond to sensitive communications.
• Develop, articulate and document goals and track progress toward them.

Skills

Confidentiality

Independent work

Organizational skills

Prioritization

Oral presentation

Writing skills

Critical thinking

Attention to detail

Education

High School Diploma or Equivalent

Associate’s Degree

Bachelor’s Degree

Tools

Microsoft Office

Database applications

Transcription

Job description

Performs a wide range of skilled clerical duties and coordinates a variety of office procedures in support of a Chief Executive/Department Chairman. Specializes in clerical work supporting the Chief Officer’s areas of responsibility. Research, analyze and evaluate data of various forms and make recommendations on various specialized projects.

Minimum Qualifications

• High School Diploma or Equivalent AND Four (4) years of high-level Administrative Experience;
• OR Associate’s Degree AND Two (2) years of high level Executive Office Experience;
• OR Bachelor’s Degree.

Preferred Qualifications

• Bachelor's Degree in Business Administration, Health Administration.
• Work experience in a health care and medical environment.

CORE DUTIES AND RESPONSIBILITIES

• Works independently to initiate and complete executive support functions for Executive. Independently screens phone and face-to-face requests for the Executive.
• Maintains a tracking system on matters involving the Executive and monitors frequently for status of ongoing issues.
• Works independently to assist in the coordination/scheduling for the Executive including scheduling of standing meetings and responding to requests for meetings as requested.
• Assists in determining priorities and ensures all deadlines are met.
• Determines the priorities for meetings; schedules meetings, collects agenda items, prepares agenda and composes minutes as requested.
• Collects information and creates reports from established data and/or departments.
• Establish and maintains office files and records and assembles information from these and other sources. Archives files independently as appropriate.
• Assists Executive with special projects and other duties as assigned. Compiles necessary background information for the Executive review. Coordinates a plan for completing the project. Maintains responsibility for monitoring the project’s progress.
• Maintains the Executive’s calendar and makes all travel and lodging arrangements; tracks reimbursement for expenses from appropriate unit or agency.
• Responsible for all correspondence for the Executive signature.
• Works independently drafting personal and business correspondence, letter and memos as requested. Proofreads all typed correspondence prior to submittal or distribution.
• 12 Prints meeting materials and prepares meeting folders for internal and external meetings of the Executive and leadership.
• Researches and compiles information as requested from Executive.
• Compiles accurate statistical, financial or unit activity data for department as assigned.
• Receives and reviews all mail. This requires use of independent judgment to route information to others, suggesting responses to various correspondences by pointing out significant information or recommending appropriate action. This task includes the proper handling of confidential materials, reports, financial information, and personnel matters.
• Participates in cross-training with other executive support staff.
• Works with management to coordinate and identify educational and training opportunities.

PHYSICAL REQUIREMENTS

• The position takes a high degree of concentration both mentally in quick turnaround of written material (data collection reports, timely correspondence [response turnaround anticipated the same day], etc.) and also in responding to receiving and screening of callers via the phone and/or in person, as well as in coordinating of events that require constant time commitment and good organizational skills. Must be mentally alert and responsive.
• Ability to sit for long periods of time.
• Ability to lift, push or pull 10-15 pounds.

WORKING ENVIRONMENT

• Strong computer skills, communication skills, organization skills, and transcription are required. Knowledge of basic business principles and the ability to utilize Microsoft Office and database applications as appropriate.

Skills And Abilities

• Maintains a high level of confidentiality at all times.
• Ability to work independently and exercise good judgment with exemplary attention to detail.
• Demonstrated advanced organizational skills with the ability to prioritize multiple activities and follow thru to completion. Ability to assist with developing, articulating and documenting short and long-term goals and objectives and tracking progress toward meeting those goals and objectives.
• Strong oral presentation and critical thinking skills required.
• Excellent writing skills required in order to prepare memos/letters/correspondence and administrative reports to develop policies and procedures and respond to critical issues for the senior/executive.

Additional Job Description

Scheduled Weekly Hours: 40

Exempt/Non-Exempt

Shift: United States of America (Non-Exempt)

Company: WVUH West Virginia University Hospitals

Cost Center: 8180 UHA Otolaryngology

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.