(Hybrid) Executive Assistant - President's Office

The President's Office at West Virginia University is currently accepting applications for an Executive Assistant.

About the Opportunity

West Virginia University seeks a highly polished and exceptionally organized Executive Assistant to serve as the front office face of the Senior Associate Vice President for Research (SAVPR), a senior university leader responsible for coordinating and advancing a large-scale strategic research effort across West Virginia University. Reporting directly to the Senior Associate Vice President and supporting associated research leadership, the Executive Assistant will play a central role in the day-to-day success of the office by providing the coordination, organization, and professionalism required to keep a high-performing leadership team operating at peak effectiveness.

The Executive Assistant will manage the calendars of the Senior Associate Vice President and associated research leadership, coordinate complex meetings and video conferences, plan conferences and office events, and prepare the Senior Associate Vice President 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 office 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 (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

What You'll Do

• Front Office Representation
  • Serve as the primary front office point of contact for the Senior Associate Vice President for Research, projecting a polished, professional, and welcoming presence to all external and internal stakeholders.
  • Greet and host visitors to the office, including senior federal and state officials, industry executives, academic 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, research partnerships, federal interactions, and office strategy.
• Executive Calendar and Scheduling Management
  • Manage the calendars of the Senior Associate Vice President and associated research leadership, including directors and senior staff supporting large-scale strategic research initiatives across the university.
  • 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.
• Meeting Coordination and Logistics
  • 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.
• Senior Associate Vice President Meeting Preparation and Briefings
  • Prepare the Senior Associate Vice President for important meetings by assembling briefing packets that include attendee biographies, organizational background, prior interactions, and key talking points.
  • Coordinate with research directors, unit leads, and communications staff to gather and synthesize materials needed for executive engagements.
  • Track Senior Associate Vice President 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.
• Conference and Event Planning
  • Plan and execute office events, including research partner convenings, advisory meetings, leadership retreats, faculty research forums, and stakeholder receptions.
  • Manage conference logistics, including venue selection, vendor coordination, registration, materials production, on-site support, and post-event follow-up.
  • Coordinate the office's presence at external conferences and research events, including registration, travel, materials, and on-site logistics for the leadership team.
  • Partner with communications staff to ensure event branding, materials, and stakeholder communications are aligned with university research office standards.
• Operational Coordination and Organization
  • Provide day-to-day coordination and organization that allows the Senior Associate Vice President and associated research leadership to operate effectively and efficiently.
  • Maintain organized digital and physical filing systems for executive correspondence, meeting records, and key documents.
  • Process executive expense reports, purchase requests, and routine administrative paperwork in compliance with West Virginia University and federal award policies.
  • Support cross-functional projects as assigned, contributing to the broader research enterprise beyond the immediate leadership office.

• Bachelor's degree in business administration, communications, public administration, or a related field.
• A minimum of three (3) years of experience in the following:
  • Executive-level administrative support experience, including direct support of senior executives (C-suite, university leadership, or equivalent).
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, and Abilities

• Demonstrated experience managing complex executive calendars and coordinating multi-party meetings across multiple organizations and time zones.
• Demonstrated experience planning and executing professional events, conferences, and high-profile meetings.
• Polished, professional demeanor with the ability to serve as the front office face of a high-visibility organization.
• Outstanding written and verbal communication skills, with strong attention to grammar, tone, formatting, and detail.
• Exceptional organizational skills, including the ability to manage multiple competing priorities, anticipate needs, and operate independently in a fast-paced environment.
• Demonstrated discretion and sound judgment when handling confidential and sensitive information.
• Proficiency with executive productivity tools, including Microsoft Outlook, Microsoft Office (Word, Excel, PowerPoint), and video conferencing platforms (Zoom, Microsoft Teams, Webex).

Preferred Qualifications

• Experience supporting executives in a federally funded research initiative, regional innovation organization, nonprofit, or higher education environment.
• Experience supporting multiple senior executives simultaneously.
• Familiarity with West Virginia University systems and policies, including procurement, travel, and expense reporting workflows.
• Experience preparing executive briefing materials, talking points, and meeting prep packets.
• Experience coordinating engagements with federal agencies, congressional offices, or state government officials.
• Experience using project and task management platforms (e.g., Asana, Smartsheet, Monday, Microsoft Planner).

• Valid driver's license

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.