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.

The Executive Assistant will manage the calendars of the RETI executive staff, coordinate complex meetings and video conferences, plan conferences and consortium events, and prepare the CEO for high-stakes engagements with federal agencies, industry leaders, state officials, academic partners, and the broader public. 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.

• 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 (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ’s.
• 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.