Executive Assistant

PACE ENTERPRISES OF WEST VIRGINIA INC•Morgantown, WV

3d•$20 - $20•Onsite

About The Position

The Executive Assistant serves as the primary administrative support to the Chief Executive Officer and Senior Management Team. This position is responsible for executive scheduling, board administration, office operations, employee support, technology coordination, compliance reporting, and administrative functions that support the overall mission of PACE Enterprises. The Executive Assistant acts as a key resource for employees, leadership, auditors, vendors, and community partners while maintaining confidentiality, professionalism, and exceptional organizational standards. This position also serves as the primary internal contact for routine technology support and administrative troubleshooting, coordinating with external service providers as needed.

Requirements

High school diploma or equivalent
Minimum three (3) years of progressively responsible administrative or executive support experience
Proficiency with Microsoft Office Suite, Google Workspace, and office technology
Strong organizational, time management, and multitasking abilities
Excellent verbal and written communication skills
Ability to handle confidential and sensitive information with discretion
Strong customer service and interpersonal skills
Ability to work independently and prioritize competing demands
Ability to successfully complete a Criminal Background Investigation

Nice To Haves

Associate degree in Business Administration, Office Administration, Human Resources, or related field
Experience supporting executive leadership
Experience with HRIS systems such as Paycom
Experience with QuickBooks or accounting software
Experience coordinating board meetings and preparing meeting minutes
Basic information technology troubleshooting experience

Responsibilities

Manage and maintain the CEO's calendar, appointments, meetings, and scheduling priorities
Review, prioritize, and distribute communications on behalf of the CEO
Answer and direct incoming phone calls and monitor company voicemail systems
Prepare correspondence, reports, presentations, and other business documents
Coordinate meeting logistics, room reservations, and audiovisual needs
Maintain office filing systems and organizational records
Serve as a professional point of contact for visitors, vendors, auditors, and stakeholders
Coordinate Board of Directors meetings and related communications
Prepare meeting materials and agendas
Attend board meetings and record official meeting minutes
Maintain board records and documentation
Support leadership team projects and special initiatives
Provide employee assistance with Paycom, including password resets, timecard corrections, and system navigation
Assist with onboarding and administrative employee setup processes
Maintain employee contact lists, holiday schedules, pay date calendars, and organizational directories
Support building access, employee records maintenance, and related administrative functions
Provide backup support to Human Resources, Payroll, and other administrative departments as needed
Serve as the first point of contact for routine technology issues
Troubleshoot basic computer, software, printer, and device concerns
Coordinate escalation of technical issues with the organization's IT provider
Set up employee email accounts and maintain distribution lists
Coordinate procurement, setup, inventory, and distribution of Chromebooks and other technology equipment
Assist employees with mobile applications and technology access requirements
Complete and maintain recurring administrative and compliance reports
Run monthly WVCARES reports and other required organizational reports
Complete quarterly unemployment compensation reporting requirements
Coordinate and document required fire drills and safety-related administrative tasks
Maintain records and documentation in accordance with organizational requirements
Enter invoices and assist with accounts payable processes as assigned
Scan, organize, and maintain electronic invoice records
Support monthly billing and reporting activities
Assist Finance Department staff with administrative and documentation needs
Assist with organizational communications, social media activities, and public-facing administrative functions as assigned.
Update and maintain organizational forms, directories, and administrative resources
Order and maintain inventory of office supplies
Coordinate requests for Certificates of Insurance
Renew vehicle registrations and maintain related documentation
Coordinate audit preparation and provide administrative support during audits
Assist with fundraising events, including the annual Golf Tournament and PACE Cup
Coordinate the annual employee holiday party and employee recognition activities
Support organizational events, meetings, and special projects as assigned