Executive Assistant

PACE Enterprises of WV, Inc.

Executive Assistant

Reports To: Chief Executive Officer (CEO)
FLSA Status: Non-Exempt
Schedule: Full-Time, generally Monday through Friday during regular business hours. Occasional evening hours are required to support Board of Directors meetings, committee meetings, organizational events, fundraising activities, and other business needs.
Pay Range: TBD

Position Summary

The Executive Assistant serves as the primary administrative support to the Chief Executive Officer and Senior Management Team. This position is responsible for executive scheduling, board administration, office operations, employee support, technology coordination, compliance reporting, and administrative functions that support the overall mission of PACE Enterprises.

The Executive Assistant acts as a key resource for employees, leadership, auditors, vendors, and community partners while maintaining confidentiality, professionalism, and exceptional organizational standards. This position also serves as the primary internal contact for routine technology support and administrative troubleshooting, coordinating with external service providers as needed.

Essential Duties and Responsibilities

Executive and Administrative Support

• Manage and maintain the CEO's calendar, appointments, meetings, and scheduling priorities
• Review, prioritize, and distribute communications on behalf of the CEO
• Answer and direct incoming phone calls and monitor company voicemail systems
• Prepare correspondence, reports, presentations, and other business documents
• Coordinate meeting logistics, room reservations, and audiovisual needs
• Maintain office filing systems and organizational records
• Serve as a professional point of contact for visitors, vendors, auditors, and stakeholders

Board and Leadership Support

• Coordinate Board of Directors meetings and related communications
• Prepare meeting materials and agendas
• Attend board meetings and record official meeting minutes
• Maintain board records and documentation
• Support leadership team projects and special initiatives

Human Resources and Employee Support

• Provide employee assistance with Paycom, including password resets, timecard corrections, and system navigation
• Assist with onboarding and administrative employee setup processes
• Maintain employee contact lists, holiday schedules, pay date calendars, and organizational directories
• Support building access, employee records maintenance, and related administrative functions
• Provide backup support to Human Resources, Payroll, and other administrative departments as needed

Technology and IT Coordination

• Serve as the first point of contact for routine technology issues
• Troubleshoot basic computer, software, printer, and device concerns
• Coordinate escalation of technical issues with the organization's IT provider
• Set up employee email accounts and maintain distribution lists
• Coordinate procurement, setup, inventory, and distribution of Chromebooks and other technology equipment
• Assist employees with mobile applications and technology access requirements

Compliance, Reporting, and Documentation

• Complete and maintain recurring administrative and compliance reports
• Run monthly WVCARES reports and other required organizational reports
• Complete quarterly unemployment compensation reporting requirements
• Coordinate and document required fire drills and safety-related administrative tasks
• Maintain records and documentation in accordance with organizational requirements

Accounting and Financial Support

• Enter invoices and assist with accounts payable processes as assigned
• Scan, organize, and maintain electronic invoice records
• Support monthly billing and reporting activities
• Assist Finance Department staff with administrative and documentation needs

Communications and Organizational Support

• Assist with organizational communications, social media activities, and public-facing administrative functions as assigned.
• Update and maintain organizational forms, directories, and administrative resources
• Order and maintain inventory of office supplies
• Coordinate requests for Certificates of Insurance
• Renew vehicle registrations and maintain related documentation

Audits, Events, and Special Projects

• Coordinate audit preparation and provide administrative support during audits
• Assist with fundraising events, including the annual Golf Tournament and PACE Cup
• Coordinate the annual employee holiday party and employee recognition activities
• Support organizational events, meetings, and special projects as assigned

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Physical Demands

• Prolonged periods of sitting and computer work
• Frequent use of hands and fingers to operate office equipment
• Occasional standing, walking, bending, reaching, and lifting office supplies or equipment up to 25 pounds
• Ability to communicate effectively in person, by phone, and electronically

Work Environment

• Professional office environment
• Regular interaction with employees, leadership, vendors, auditors, and community stakeholders
• Occasional travel to support off-site locations, meetings, or events

Additional Duties

This job description is not intended to be an exhaustive list of all responsibilities, duties, or skills required. Employees may be assigned additional duties as organizational needs change.

PACE Enterprises of WV, Inc. is an Equal Opportunity Employer and maintains an at-will employment relationship with all employees.

Qualifications

Required

• High school diploma or equivalent
• Minimum three (3) years of progressively responsible administrative or executive support experience
• Proficiency with Microsoft Office Suite, Google Workspace, and office technology
• Strong organizational, time management, and multitasking abilities
• Excellent verbal and written communication skills
• Ability to handle confidential and sensitive information with discretion
• Strong customer service and interpersonal skills
• Ability to work independently and prioritize competing demands
• Ability to successfully complete a Criminal Background Investigation

Preferred

• Associate degree in Business Administration, Office Administration, Human Resources, or related field
• Experience supporting executive leadership
• Experience with HRIS systems such as Paycom
• Experience with QuickBooks or accounting software
• Experience coordinating board meetings and preparing meeting minutes
• Basic information technology troubleshooting experience