Executive Administrative Assistant (Full-Time)
Posted on Sep 5, 2020 by West Virginia Network for Educational Telecomputing (WVNET)
WVNET connects K-12 schools, higher educational institutions, libraries, state and county government, and various not-for-profits to the Internet and the rest of the world through our state-of-the-art network and telecommunications expertise.
Our team of dedicated IT professionals provide guidance and training to educators and staff in higher education and K-12 schools. Our research and development of software, tools, and systems address problems and tackle challenges that are unique to West Virginia's public institutions and not-for- profits.
Work Location: 837 Chestnut Ridge Road, Morgantown, WV, 26505 (Required)
Classification: Salary, Non-Classified, Full-Time Benefits, FLSA Exempt
Salary: Starting annual salary range is $45,000 - $55,000 and commensurate with experience. Additionally, WVNET offers an excellent benefits package which includes comprehensive health, retirement, and insurance plans as well as generous amounts of vacation, sick, and holiday leave.
Application Deadline: Open Until Filled. TO APPLY: Submit cover letter and resume: (see below)
WVNET is seeking an organized, self-motivated, resourceful team player to provide support to the Director, as well as the senior management team. This position is the chief administrative support, office manager, scheduler and event coordinator for the Director and senior management. This position deals frequently with complex and confidential issues with statewide impact and provides senior-level secretarial and clerical support to the Director and senior managers including, but not limited to, drafting and reviewing correspondence, scheduling, planning and preparation of meetings, greeting office guests; handling and directing telephone calls. They also serve as a liaison to statewide committees, the Higher Education Policy Committee and other state agencies, as well as internal staff.
DUTIES & RESPONSIBILITIES
- Bring critical problems which need immediate action to the attention of the Director
- Respond to concerns and/or problems of staff and customers on behalf of the Director as applicable
- Assist the Director with special projects and assignments
- Maintains and distributes phone directory, holiday schedules, and other organization-wide reference documents.
- Manages requests for business cards and State of West Virginia identification cards.
- Maintains and updates the organizational group email lists as requested
- Ensure that tasks delegated to others are completed in a timely fashion
- Review and eliminate outdated material periodically
Communication and Correspondence
- Receive, review, and route incoming correspondence such as reports, grant notifications, etc., to the Director or appropriate manager. Paperwork and/or correspondence may carry a high level of confidentiality. Must use discretion when reviewing or handling such correspondence.
- Prepares correspondence for Director and senior management.
- Reviews all correspondence for the Director. Determines that which should be answered by the Director's office or channeled to appropriate personnel.
- Review and proofread outgoing correspondence such as letters, reports, proposals, publications, forms, and memorandum and correct errors in sentence structure, grammar, spelling, and punctuation.
- Compose correspondence independently or through verbal instructions on a wide-range of subjects. Edit and distribute reports from other units through input from the Director.
Meetings and Committees
- Participate in Management Team, CIO Update, and Computer Advisory Board meetings.
- Prepare agendas and arrange logistics, particularly for remote attendees
- Monitor and follow-up on assigned tasks
- Maintain up-to-date contact information
- Schedule and set up meetings including teleconference line and/or videoconferencing
- Arrange for catering services as needed for onsite events
- Assist with matters related to logistics for statewide Computer Advisory Board and CIO Update meetings, including, but not limited to, compiling, reviewing, and proofreading meeting materials, preparing mailings for meeting participants; ordering refreshments; securing meeting locations and checking room-set up; and assisting with audio/visual needs when needed.
- Serve as Clerk for statewide committees chaired by the Director. These duties include, but are not limited to, attending meetings; calling roll for the meetings; and recording minutes.
- Provides significant assistance in preparing for the annual WVNET conference; orders supplies, organizes participant handouts and nametags, and assists with a wide range of detail.
- Assist with special events and conferences including scheduling and coordinating dates and times, venues, attendance, agendas, and facilities, logistics, and catering.
Scheduling and Information Flow
- Answer and screen telephone calls and take detailed messages; greet visitors and refer them to the appropriate individuals. Responsible for introduction of visitors for the Director.
- Schedule meetings for the Director with direct reports, HEPC staff, external customers, and advisory committees. Maintain the Director's calendar, establish priorities, shift, and modify appointments as necessary.
- Correspond with senior leadership and WVNET staff to relay information to and from the Director.
- Assemble information from files upon request by locating information, photocopying or scanning electronically, and returning documents to designated location.
Conferences and Travel
- Coordinate all travel arrangements for the Director for approved conferences and overnight travel, including event registration, conference fees, airline tickets, and hotel accommodations.
- Prepare travel authorization and settlement forms.
KNOWLEDGE, SKILLS, AND ABILITIES
- Demonstrated ability to establish and maintain effective, professional relationships and deal tactfully with departments, organizational units, and external agencies.
- Ability to create, compose, and edit written materials with thorough knowledge of correct English, grammar, spelling, punctuation, and sentence structure.
- Ability to maintain electronic calendars, schedule appointments, and to coordinate and organize meetings and special events.
- Must be able to maintain confidentiality of information, correspondence, communications, and meetings.
- Excellent verbal and written communication skills are required.
- Must maintain a calm demeanor when handling a concern or problem.
- Demonstrated ability to plan, organize, and coordinate meetings and program presentations.
- Ability to operate a personal computer and other office equipment. Well-developed computer and typing skills including proficient use of Microsoft Office software (Outlook, Word, Excel, and PowerPoint).
- Multi-task oriented with excellent organizational skills. Able to prioritize work assignments among conflicting demands.
- Associate degree in office administration, business administration, or a business-related field.
- Bachelor's degree in a business-related field preferred.
- Four years of experience working in general office management, administrative support, or public relations is required. Two years executive assistant to senior staff level.
- Four years of experience working in administrative support in a higher education setting preferred.
Equal Opportunity/Affirmative Action Employer/Veterans/Disabled
The West Virginia Network for Educational Telecomputing (WVNET) is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, or protected veteran status and will not be discriminated against on the basis of disability. WVNET provides a collegial, respectful and inclusive environment that values the diversity, creativity and contributions of its staff.