Senior Executive Assistant - WVUHS

This role provides high level administrative, operational, and strategic support to senior leadership across the WVUHS Health System, serving as a trusted partner in managing executive priorities, workflows, and day to day operations. The position requires sound judgment, discretion, and the ability to anticipate needs while operating in a fast paced, highly visible environment, and plays a critical role in supporting executive effectiveness and organizational leadership.
Provides comprehensive administrative and executive support to Senior Vice Presidents, Chiefs, and Vice Presidents. Manages complex calendars, priorities, and time management for assigned Senior Executive(s) to ensure efficiency and effectiveness. Prepares executive correspondence, presentations, and memoranda with a high level of professionalism. Organizes meeting materials, tracks issues and action items, and ensures timely follow up. Coordinates administrative and leadership meetings, prepares agendas and minutes, and plans special events and executive engagements that support seamless operations and positive leadership experiences.
** MINIMUM QUALIFICATIONS****:
**** EDUCATION, CERTIFICATION, AND/OR LICENSURE:
** 1. High School Diploma or Equivalent
** AND
* * Four (4) years of high-level Administrative experience.

OR2. Associate’s Degree
** AND
* * Two (2) years of high-level Executive Office experience.

OR3. Bachelor’s Degree.
** PREFERRED QUALIFICATIONS****:
***
* EXPERIENCE:

** 1. Experience in a health care and medical education environment.
** CORE

DUTIES AND RESPONSIBILITIES:

** The statements described here are intended to describe the general nature of work being performed by people assigned to this position.  They are not intended to be constructed as an all-inclusive list of all responsibilities and duties.  Other duties may be assigned.
1. Responsible for organization, time and task management, including calendar management for the assigned Senior Executive(s).2. Prepare meeting materials in advance. In many cases this will involve contacting meeting participants in advance to determine the proposed outcome.
3. Organizes and reroutes all correspondence for the Senior Executive(s) in order to ensure timely review and response.
4. Tracks all tasks assigned through the Senior Executive’s office and provides regular status updates to the Senior Executive(s).5. Responsible for overseeing all internal and external correspondence for Senior Executive’s Office.
6. Independently prepare memos and presentations. Prepare letters of response to internal and external contacts.
7. Responsible for a number of events hosted by the Senior Executive(s). May include board and committee meetings, annual and special events, dinners, luncheons, retreats, seminars, etc. Event planning includes venue selection, menus, and seating coordination, lodging and transportation arrangements and drafting invitations and agendas.
8. Responsible for registration, lodging and transportation for conferences and other offsite meetings.
9. Responsible for expense reports and corporate purchase card reconciliation.
10. Receives and diplomatically handles calls and visits from administrators, physicians, patients, vendors, consultants, representatives of the news media, members of the boards and committees, and national and state dignitaries.
11. Prepares documents for signatures and coordinates execution and mailing of documents.
12. Assists with creation and ongoing management of departmental budgets for senior executives including maintaining accurate FTE counts throughout the year.
13. Anticipates executive needs by proactively identifying priorities, potential issues, and opportunities for improved workflow or process efficiency
14.  Maintains strict…