Executive Administrative Assistant

About the role

Under the general supervision of the Division Deputy Director, at the full-performance level, this position provides clerical and administrative relief for the Video Lottery Division. It represents the Deputy Director by communicating on their behalf, obtaining information, following up on delegated assignments, and knowing when to act and when to refer matters to the Deputy Director. The role involves producing information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics; organizing work by reading and routing correspondence, collecting information, and initiating telecommunications; and attending meetings on behalf of the division to take minutes or deliver essential information. The position coordinates activities associated with the functions of the division and assists in the planning and implementation of office procedures. It manages department schedules by maintaining calendars for department personnel and arranging meetings, conferences, teleconferences, and travel. The role completes requests by greeting customers in person or on the telephone and answering or referring inquiries. It is responsible for maintaining office supplies inventory by checking stock, anticipating needed supplies, placing and expediting orders, and verifying receipt of supplies. The position may sign the supervisor’s name, as directed, to routine correspondence, requisitions, and other documents and ensures the operation of office equipment by completing preventive maintenance requirements and calling for repairs. The role provides assistance and support to Video Division staff as needed and may involve assigning and reviewing work and delegating routine typing, filing, and posting duties to subordinate clerical personnel. It contributes to the team effort by performing other duties as assigned.

Responsibilities

• Provide clerical and administrative support to the Video Lottery Division under the supervision of the Deputy Director.
• Communicate on behalf of the Deputy Director, obtain information, follow up on delegated assignments, and determine when to act or refer matters.
• Produce, transcribe, format, input, edit, retrieve, copy, and transmit text, data, and graphics.
• Organize work by reading and routing correspondence, collecting information, and initiating telecommunications.
• Attend meetings on behalf of the division to take minutes or deliver essential information.
• Coordinate activities associated with the functions of the division and assist in planning and implementing office procedures.
• Maintain department calendars, arrange meetings, conferences, teleconferences, and travel.
• Greet customers in person or on the telephone, answer or refer inquiries.
• Maintain office supplies inventory by checking stock, anticipating needs, placing and expediting orders, and verifying receipts.
• Sign the supervisor’s name, as directed, to routine correspondence, requisitions, and other documents.
• Ensure the operation of office equipment by completing preventive maintenance and arranging repairs.
• Provide assistance and support to Video Division staff; may assign and review work and delegate routine duties to subordinate clerical personnel.

Minimum Qualifications

• Three (3) years of training or experience in increasingly responsible administrative or executive support roles, including work that required independent judgment in a professional setting.

Technical Skills

• Proficiency with word processing, spreadsheet, and calendar software (e.g., Google Workspace).
• Familiarity with meeting platforms (e.g., Zoom, Teams) and basic office equipment.

Work Environment

• Professional office setting with standard hours; occasional schedule flexibility may be required.
• Frequent interaction with staff, agency leadership, and external partners.
• May involve managing multiple priorities under time constraints.

Benefits

• Medical Insurance: Major medical, surgical, prescription drug, and other medical expenses; choice of plans; state pays the major part of the premium.
• Mountaineer Flexible Benefits: Tax-free deductions for dental, vision, disability insurance, and unreimbursed medical expenses.
• Life Insurance: $10,000 decreasing term life policy with accidental death and dismemberment benefits; additional group insurance available.
• Retirement Plan: Defined benefit pension plan; employee contributes 4.5% of salary (tax-deferred).
• Deferred Compensation: Section 457 deferred compensation plan for retirement savings and tax reduction.
• Annual Increment Pay: $60 for each full year of qualifying service, paid in July; available after 3 or more years of service.
• Holidays: Twelve (12) paid holidays per year.
• Vacation: 15 to 24 days per year depending on length of service.
• Paid Sick Leave: 1.5 days earned each month (18 days per year); no limit to accumulation; full compliance with Family Medical Leave and WV Parental Leave Act.
• Employee to Employee Leave Donation Program.
• Military Leave: Paid military leave.
• Training and Developmental Opportunities: Formal in-house training classes; tuition reimbursement for job-related training and education at approved technical schools and colleges.
• Suggestion Award Program: Monetary award up to 20% of first-year savings for approved and implemented work improvement suggestions.
• Credit Union.
• Flexible Working Hours and Alternate Work Schedules.
• Day Care: State-approved child day care facilities located at the Capitol Complex.
• Wellness Programs: Free health screenings, seminars, organized health activities, wellness promotion events, and healthy lifestyle information.