Hybrid Executive Assistant - Resilient Energy Technology & Infrastructure; RETI Consortium

The Resilient Energy Technology and Infrastructure (RETI) Consortium at West Virginia University is currently accepting applications for an Executive Assistant.

West Virginia University seeks a highly polished and exceptionally organized Executive Assistant to serve as the front office face of the Resilient Energy Technology and Infrastructure (RETI) Consortium, a National Science Foundation Regional Innovation Engine focused on advancing industrial grid resilience and energy efficiency across West Virginia and western Pennsylvania. Reporting to the Chief Executive Officer and supporting the full executive leadership team, the Executive Assistant will play a central role in the day-to-day success of the consortium by providing the coordination, organization, and professionalism required to keep a high-performing executive team operating at peak effectiveness.

As the first point of contact for many external stakeholders, the Executive Assistant will represent the consortium with poise, discretion, and professionalism at all times.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year (employee leave)
• 18 sick days per year (flexibility for personal or family medical needs)
• Health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks
• Wellness programs

• Serve as the primary front office point of contact for the RETI Consortium, projecting a polished, professional, and welcoming presence to all external and internal stakeholders.
• Greet and host visitors to consortium offices, including senior federal and state officials, industry executives, partner leaders, and community representatives.
• Handle inbound communications across phone, email, and other channels with discretion, accuracy, and timeliness.
• Maintain the highest standards of confidentiality when handling sensitive information related to personnel, partner negotiations, federal interactions, and consortium strategy.

• Manage the calendars of the CEO and the broader RETI executive leadership team, including the Chief Operations Officer, Chief Technology Officer, Chief Workforce Officer, and Chief Commercialization Officer.
• Prioritize and protect executive time by aligning scheduling decisions with organizational priorities, milestones, and stakeholder commitments.
• Proactively resolve scheduling conflicts, anticipate timing constraints, and coordinate complex multi-party meetings across institutions, time zones, and travel schedules.
• Coordinate executive travel arrangements, including itineraries, transportation, accommodations, and expense reporting.

• Set up and manage all internal and external meetings for the executive team, including video conference links, agendas, room reservations, technology setup, and dial-in details.
• Ensure that meetings begin and end on time, are well organized, and have all required pre-read materials distributed in advance.
• Capture and circulate meeting notes, decisions, and action items as requested, and follow up to ensure completion.
• Manage logistics for recurring leadership meetings, board meetings, partner convenings, and federal program reviews.

• Prepare the CEO for important meetings by assembling briefing packets that include attendee biographies, organizational background, prior interactions, and key talking points.
• Coordinate with the Chief Operations Officer, Chief Officers, and the Director of Communications to gather and synthesize materials needed for executive engagements.
• Track CEO commitments, action items, and follow-ups, ensuring that nothing falls through the cracks across a high-volume schedule.
• Anticipate executive needs and proactively prepare materials, logistics, and information in advance of key engagements.

• Plan and execute consortium events, including partner convenings, board meetings, advisory council meetings, leadership retreats, and stakeholder receptions.
• Manage conference logistics, including venue selection, vendor coordination, registration, materials production, on-site support, and post-event follow-up.
• Coordinate the consortium's presence at external conferences and industry events, including registration, travel, materials, and on-site logistics for the executive team.
• Partner with the Director of Communications to ensure event branding, materials, and stakeholder communications are aligned with consortium standards.

• Provide day-to-day coordination and organization that allows the executive leadership team to operate effectively and efficiently.
• Maintain organized digital and physical filing…