Administrative Secretary

Administrative Assistant, Rural Health Transformation Program

Reports To: Deputy Director, Rural Health Transformation Program

Location: Charleston, West Virginia (On site)

Position Type: Full-Time, Exempt (At-Will)

Position Overview

The Administrative Assistant provides high-level administrative, operational, and clerical support directly to the Director and senior leadership of the WV Rural Health Transformation Program (RHTP). This role serves as a key operational anchor for an infrastructure built on a historic investment to revolutionize rural healthcare throughout West Virginia. The successful candidate will independently manage routine administrative tasks, safeguard highly confidential matters with absolute integrity, and exercise sound judgment in daily office operations. Key responsibilities include managing complex calendars, drafting critical program communications, coordinating high-profile schedules, and professionally representing program leadership in meetings and stakeholder interactions

• Office & Communication Management: Serve as a primary point of contact for internal and external communications on behalf of the Director and the program; prioritize and handle incoming calls, correspondence, and requests for information.

• Correspondence & Documentation: Draft, format, and review high-quality correspondence, memos, and reports; sign routine documents on behalf of the supervisor as authorized and delegated.

• Calendar & Travel Coordination: Maintain complex calendars, schedule appointments, coordinate logistics for meetings, and manage detailed travel arrangements.

• Meeting Support: Attend meetings in the supervisor’s absence or at their direction, take comprehensive notes, and report back on key actions, decisions, and deadlines.

• Materials Preparation: Prepare, organize, and distribute materials for presentations, reports, and strategic program meetings.

• Records Maintenance: Organize and maintain highly confidential records, program files, and sensitive documents in accordance with program standards.

• Workflow Tracking: Maintain continuous awareness of ongoing priorities, milestones, and deadlines within the Program.

• Operational Support: Perform core office management functions, including tracking supplies, coordinating internal communication, and optimizing office workflow.

Core Competencies

• Strategic Workflow Optimization: Ability to look ahead, anticipate leadership needs, and streamline daily office routines to maximize the Director’s time and focus.

• Executive Presence & Representation: The diplomacy and professionalism required to serve as a reliable liaison and accurately mirror leadership’s priorities when interacting with agency heads or external partners.

• Discretion & Ethical Integrity: Flawless judgment when handling sensitive programmatic data, political nuances, or confidential personnel and strategic matters.

• Adaptive Technical Agility: High capacity to fluidly pivot between different communication platforms, software suites (e.g., Google Workspace, Teams), and specialized digital tools according to executive preference.

• Stress Tolerance & Prioritization: Mental agility to remain organized and calm in a fast-paced state government environment, effectively triaging shifting deadlines without losing attention to detail.

• Articulate Communication: Sharp command of professional language to draft, proofread, and format executive-level documents that require minimal revision.

• Education: High school diploma or equivalent is required. An associate’s or bachelor’s degree is preferred and may substitute for a portion of the required experience.

• Experience: 3-5 years of experience in increasingly responsible administrative or executive support roles, including work that required the exercise of independent judgment in a professional setting.

• Technical Skills: High proficiency with word processing, spreadsheet, and calendar software (e.g., Google Workspace); familiarity with virtual meeting platforms (e.g., Zoom, Teams) and basic office equipment.

Compensation & Benefits

• Compensation: Commensurate with qualifications.

• Health & Wellness: Comprehensive medical, dental, and vision insurance plans.

• Work-Life Balance: Generous paid leave accrual (vacation and sick time) alongside paid state holidays.

Limited-Term Notice: This position is a full-time, term-limited appointment for a period of up to four (4) years and is contingent upon the award and continued availability of federal funding through the Rural Health Transformation Program. Continued employment beyond the project period is not guaranteed.