Careers

Title: Executive Assistant

Location: West Virginia

Organization: West Virginia First Foundation, Inc.

West Virginia First Foundation (WVFF) is an equal opportunity employer. We offer a welcoming and inclusive environment in service to one another, our partners, the diverse communities we represent, and the state we call home. We do all of this with kindness, empathy and respect for each other. WVFF will not discriminate against any employee or applicant for employment with WVFF because of race, religion, color, sex, sexual orientation, national origin, age, disability, or any other basis prohibited by federal or state law relating to discrimination in employment.

About Us:

The West Virginia First Foundation is a nonprofit organization established to address the opioid crisis and its lasting impact across the state. Created under the terms of the West Virginia First Memorandum of Understanding MOU, WVFF was designed to receive and distribute opioid settlement funds. Guided by the principles outlined in the MOU, WVFF operates as a private 501(c)(3) entity to support prevention, treatment, and recovery efforts. Through strategic funding and community collaboration, WVFF is committed to creating sustainable solutions that improve the health and well-being of all West Virginians.

Job Summary:

The Executive Assistant plays a critical role in supporting WVFF’s executive team, facilitating communication, and ensuring the implementation of strategic initiatives. This position serves as a key administrative partner, ensuring the smooth operation of the executive office through expert management of schedules, communications, special projects, and day-to-day administrative functions. This role requires exceptional organizational skills, discretion, professionalism, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

Executive Support

• Provide comprehensive administrative support to the Executive Director, including calendar management, meeting preparation, travel coordination, and correspondence.
• Serve as a liaison between the Executive Director and internal/external stakeholders, screening and prioritizing communications.
• Prepare materials, presentations, and briefings for executive meetings and board presentations.
• Handle confidential and sensitive information with discretion and professionalism.

Operational Oversight and Coordination

• Manage daily tasks and ensure alignment with WVFF’s mission and objectives.
• Oversee the coordination of meetings, events, and special projects.
• Facilitate communication and collaboration across departments to ensure efficient operations.
• Coordinate and schedule executive team meetings, prepare agendas, and document action items and decisions.
• Assist with tracking and following up on action items from executive and board meetings.
• Prepare reports, briefings, and presentations for the executive team.

Office and Meeting Management

• Manage complex calendars, scheduling meetings and coordinating with diverse stakeholders.
• Coordinate logistics for meetings, events, and conferences, including venue selection, technology setup, catering, and materials preparation.
• Maintain filing systems, databases, and organizational tools to ensure efficient information management.
• Manage incoming correspondence and communications, determining priority and appropriate routing.
• Take meeting minutes and document key decisions when assigned.

Communication and Relationship Management

• Build and maintain positive relationships with board members, donors, partners, and community stakeholders.
• Represent the executive office and Foundation professionally in all interactions, both internal and external.

Administrative Support

• Support the executive team with administrative tasks related to grantmaking, donor relations, and development activities.
• Coordinate travel arrangements, including complex itineraries, accommodations, and expense reporting.
• Maintain confidential files and records in accordance with organizational policies.
• Other duties as assigned.

Qualifications:

• • Bachelor’s degree in Business Administration, Communications, or related field preferred; equivalent experience will be considered.
  • Exceptional organizational and time management skills with proven ability to manage competing priorities.
  • Strong leadership, organizational, and project management skills.
  • Outstanding written and verbal communication skills, with strong attention to detail and accuracy.
  • Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and project management software, with comfort learning new technology platforms.
  • Demonstrated ability to handle confidential and privileged information with discretion and maintain strict confidentiality.
  • Strong interpersonal skills and ability to build relationships with diverse stakeholders.
  • Proactive, resourceful problem-solver with a positive, can-do attitude.
  • Ability to work independently with minimal supervision and as part of a collaborative team.
  • Ability to work effectively in a fast-paced and dynamic environment.
  • Flexibility to work occasional evenings or weekends for special events or board meetings.
  • Commitment to the mission and values of the West Virginia First Foundation.