Executive Assistant

Executive Assistant

West Virginia Coalition to End Homelessness (WVCEH)
Full-Time | Hybrid – North Central West Virginia

This position will report to the central office in Bridgeport a minimum of 3 days per week and provide office support/coverage.

At the West Virginia Coalition to End Homelessness (WVCEH), we believe people matter. Our team works every day to help individuals and families experiencing homelessness move toward safe, stable, and permanent housing.

WVCEH is seeking an exceptionally organized, detail-oriented, and highly professional Executive Assistant to provide administrative and operational support to our six-member Executive Leadership Team.

This position is ideal for someone who thrives in a fast-paced environment, takes pride in accuracy, anticipates needs, and can manage multiple priorities without constant supervision.

Confidentiality, discretion, sound judgment, and professionalism are essential to success in this role. The Executive Assistant will regularly work with sensitive personnel matters, confidential organizational information, executive communications, and strategic initiatives. We are looking for someone who can be trusted to handle these responsibilities with maturity, integrity, and absolute discretion.

What You'll Do

The Executive Assistant reports to the Chief Operations Officer (COO) and provides day-to-day administrative, organizational, and project support to WVCEH's six executive leaders.

Primary responsibilities include:

• Provide comprehensive administrative support to the Executive Leadership Team, assisting with daily tasks, scheduling, correspondence, document preparation, and organizational priorities.
• Coordinate meetings, prepare agendas and materials, attend meetings, take accurate and detailed minutes, and track action items and follow-up responsibilities.
• Assist with Board of Directors and committee meetings, including scheduling, preparation of materials, meeting minutes, and maintenance of official records.
• Draft, edit, proofread, and format professional correspondence, reports, presentations, policies, and other organizational documents.
• Screen, prioritize, and respond to communications on behalf of executive leadership as directed.
• Maintain organized, accurate, and confidential electronic and physical files, including personnel and organizational records.
• Assist with Human Resources administrative functions, including employment and wage verifications, background checks, annual compliance reviews, and personnel documentation.
• Prepare and track required HUD and grant-related compliance documentation, including environmental review forms and documents requiring executive review or signature.
• Monitor project timelines, deadlines, and assigned tasks, providing reminders and follow-up to ensure timely completion.
• Coordinate information and communication between executive leadership, departments, and external partners.
• Assist with special projects, research, administrative processes, and other operational needs as assigned.
• Maintain strict confidentiality and exercise appropriate discretion in all communications, interactions, and responsibilities.
• Comply with WVCEH policies, program standards, grant requirements, and applicable procedures.

What We're Looking For

The ideal candidate is a highly dependable, self-motivated professional with exceptional attention to detail and a strong sense of personal accountability.

This position requires someone who understands the importance of working closely with executive leadership while maintaining professional boundaries, neutrality, and confidentiality.

Candidates should have:

• Exceptional attention to detail, with the ability to produce accurate, complete, and professional work.
• A demonstrated commitment to confidentiality and discretion, particularly when handling sensitive personnel, financial, and organizational information.
• Excellent organizational and time-management skills, with the ability to prioritize competing requests from multiple executives.
• Strong written communication, grammar, proofreading, and document-formatting skills.
• The ability to take thorough, accurate meeting minutes and clearly document decisions, assignments, and follow-up items.
• Strong computer skills, including proficiency with Microsoft Office applications, email, calendars, spreadsheets, and electronic file management.
• Excellent interpersonal communication skills and the ability to work professionally with individuals at all organizational levels.
• Sound judgment and the ability to recognize when information should remain confidential or be escalated to appropriate leadership.
• The ability to remain calm, composed, and solution-focused in demanding or sensitive situations.
• A professional demeanor that promotes respectful communication, avoids workplace gossip and unnecessary conflict, and maintains neutrality in sensitive matters.
• The initiative to anticipate needs, identify problems, and complete assignments independently.
• Strong follow-through, reliability, and a commitment to meeting deadlines.
• The ability to adapt to changing priorities while maintaining accuracy and professionalism.

A Bachelor's degree and previous experience in a nonprofit office environment are preferred.

Previous experience as an Executive Assistant, Administrative Assistant, Office Manager, or in a similar professional administrative role is strongly preferred.

Experience supporting multiple senior leaders, preparing formal meeting minutes, handling confidential HR records, or working with grant-funded organizations is highly desirable.

A valid driver's license and reliable transportation are required.

Schedule & Work Environment

This is a full-time, non-exempt, hybrid position based in North Central West Virginia.

The general work schedule is Monday through Friday, 8:00 a.m. to 4:00 p.m.

The position involves primarily administrative and computer-based work, including extended periods of sitting, typing, document preparation, and participation in meetings. Occasional travel to WVCEH service areas, meeting locations, project sites, or other locations may be required.

Benefits

WVCEH offers a benefits package that includes:

• Health, dental, and vision insurance
• Paid Time Off (PTO) – four weeks accrued during the first year
• 12 paid holidays annually
• 401(k) retirement plan

Compensation is based on qualifications and experience.

Our Approach

WVCEH expects excellence from our programs and our people. We seek continuous improvement in how we serve individuals and families experiencing homelessness. Because improvement requires change, adaptability is an important part of working at WVCEH.

The Executive Assistant plays a vital role in helping our leadership team operate efficiently, remain organized, and focus on the mission of the organization.

We place a high value on trust, integrity, accountability, professionalism, and discretion. The successful candidate will understand that supporting executive leadership requires more than administrative skills—it requires the ability to handle sensitive information responsibly, navigate professional relationships appropriately, and consistently demonstrate sound judgment.

If you are exceptionally organized, detail-oriented, dependable, and take pride in being a trusted professional who helps others succeed, we encourage you to apply.

West Virginia Coalition to End Homelessness is an Equal Opportunity Employer.

Pay: Up to $21.35 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: Hybrid remote in Bridgeport, WV 26330