Executive Assistant

WVU Medicine

45d•Onsite

About The Position

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.

Requirements

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.
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.
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.

Nice To Haves

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

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.
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.