(Hybrid) Executive Assistant - Resilient Energy Technology & Infrastructure (RETI) Consortium

West Virginia University•West Virginia, WV

81d•Hybrid

About The Position

The Executive Assistant serves as the front office face of West Virginia University’s Resilient Energy Technology and Infrastructure (RETI) Consortium, a National Science Foundation Regional Innovation Engine focused on industrial grid resilience and energy efficiency across West Virginia and western Pennsylvania. Reporting to the Chief Executive Officer and supporting the executive leadership team, this role provides the coordination, organization, and professionalism needed to support the consortium’s daily operations and executive effectiveness. The position manages executive calendars, coordinates meetings and travel, prepares the CEO for important engagements, and plans consortium events and conference participation. As a primary point of contact for external stakeholders, the Executive Assistant is expected to represent the consortium with professionalism, discretion, and sound judgment while handling sensitive information. The role also supports executive operations through document and records organization, expense and purchase processing, and cross-functional project coordination.

Requirements

Bachelor’s degree in business administration, communications, public administration, or a related field.
At least three years of executive-level administrative support experience, including direct support of senior executives, such as C-suite or university leadership, or equivalent.
Equivalent combinations of related education and experience will be considered.
Demonstrated experience managing complex executive calendars and coordinating multi-party meetings across organizations and time zones.
Demonstrated experience planning and executing professional events, conferences, and high-profile meetings.
Polished, professional demeanor and ability to represent a high-visibility organization as its front office face.
Outstanding written and verbal communication skills, with strong attention to grammar, tone, formatting, and detail.
Exceptional organizational skills, including managing competing priorities, anticipating needs, and working independently in a fast-paced environment.
Discretion and sound judgment in handling confidential and sensitive information.
Proficiency with Microsoft Outlook, Microsoft Office (Word, Excel, PowerPoint), and video conferencing platforms such as Zoom, Microsoft Teams, or Webex.
All qualifications must be met by the time of employment.

Nice To Haves

Experience supporting executives in a federally funded research initiative, regional innovation organization, nonprofit, or higher education environment.
Experience supporting multiple senior executives simultaneously.
Familiarity with West Virginia University systems and policies, including procurement, travel, and expense reporting workflows.
Experience preparing executive briefing materials, talking points, and meeting preparation packets.
Experience coordinating engagements with federal agencies, congressional offices, or state government officials.
Experience using project and task management platforms such as Asana, Smartsheet, Monday, or Microsoft Planner.

Responsibilities

Serve as the primary front office contact for the RETI Consortium and provide a polished, welcoming presence to internal and external stakeholders.
Greet and host visitors, including government officials, industry executives, partner leaders, and community representatives.
Handle phone, email, and other inbound communications accurately, promptly, and discreetly.
Maintain confidentiality when handling personnel matters, partner negotiations, federal interactions, and consortium strategy.
Manage calendars for the CEO and executive leadership team, prioritizing schedules in line with organizational priorities and commitments.
Resolve scheduling conflicts and coordinate complex meetings across institutions, time zones, and travel schedules.
Coordinate executive travel, including itineraries, transportation, accommodations, and expense reporting.
Arrange internal and external meetings, including video links, agendas, room reservations, technology, and dial-in details.
Distribute pre-read materials, support timely and organized meetings, and capture and circulate notes, decisions, and action items as requested.
Manage logistics for recurring leadership meetings, board meetings, partner convenings, and federal program reviews.
Prepare CEO briefing packets with attendee biographies, organizational background, prior interactions, and key talking points.
Coordinate with the Chief Operations Officer, Chief Officers, and Director of Communications to gather and synthesize materials for executive engagements.
Track CEO commitments, action items, and follow-ups, and proactively prepare materials and logistics for important engagements.
Plan and execute consortium events, including partner convenings, board and advisory council meetings, leadership retreats, and stakeholder receptions.
Manage conference logistics, including venues, vendors, registration, materials, on-site support, and post-event follow-up.
Coordinate executive participation in external conferences and industry events, including registration, travel, materials, and on-site logistics.
Partner with the Director of Communications to align event branding, materials, and stakeholder communications with consortium standards.
Maintain organized digital and physical filing systems for executive correspondence, meeting records, and key documents.
Process executive expense reports, purchase requests, and routine administrative paperwork in compliance with university and federal award policies.
Support cross-functional projects and other consortium operations as assigned.