West Virginia executive assistant employment contract template

West Virginia Executive Assistant Employment Contract

This West Virginia Executive Assistant Employment Contract ("Agreement") is made and entered into as of this [Date], by and between [Employer Name], a [State of Incorporation] corporation with its principal place of business at [Employer Address] ("Employer"), and [Employee Name], residing at [Employee Address] ("Executive Assistant").

1. Employment

• Option A: Full-time Employment
  • Employer hires Executive Assistant for full-time employment.
• Option B: Employment Type
  • The Executive Assistant will be employed as [full-time or part-time].
• Option C: Exempt/Non-Exempt Status
  • Executive Assistant is classified as [exempt or non-exempt] under the Fair Labor Standards Act (FLSA). If non-exempt, the Executive Assistant is entitled to overtime pay per West Virginia law.

2. Job Title and Responsibilities

• Option A: Job Title
  • The Executive Assistant’s job title shall be Executive Assistant.
• Option B: Core Responsibilities
  • The Executive Assistant will perform the following core duties:
    • Extensive calendar management for executives using tools like Outlook or Google Calendar.
    • Screening and prioritizing communications (email, phone, mail) for executives.
    • Organizing domestic and international travel and lodging arrangements, compliant with employer policies.
    • Preparing confidential documents, reports, and presentations.
    • Arranging board meetings, executive meetings, and company events.
    • Supporting executive expense reimbursement processes and audits.
    • Maintaining physical and digital filing systems and ensuring document retention.
    • Managing contact databases and mailing lists.
    • Managing internal and external correspondence.
    • Providing support for executive projects and initiatives.
    • Handling sensitive HR and business matters as assigned.
• Option C: Additional Responsibilities
  • The Executive Assistant may perform additional duties as assigned by the Employer. Job duties and reporting line(s) may be adjusted in writing by the Employer.

3. Work Location and Travel

• Option A: Primary Work Location
  • The Executive Assistant’s primary work location will be at the Employer’s office located at [Employer Address] in West Virginia.
• Option B: Remote Work Arrangement
  • Executive Assistant will be permitted to work remotely [number] days per week.
    • Requirements for on-site presence: [Specific requirements for on-site days].
• Option C: Travel Requirements
  • The Executive Assistant may be required to travel to other company locations or off-site meetings as needed. Travel will be reimbursed as per company policy.

4. Skills and Qualifications

• Option A: Required Skills
  • Proficiency with calendar management tools (e.g., Outlook, Google Calendar).
  • Advanced proficiency in MS Office Suite (Word, Excel, PowerPoint) and digital communication platforms (e.g., Slack, Zoom).
  • Exceptional professionalism in written and verbal communication.
  • Strong organizational and multitasking abilities.
  • Experience with expense reporting systems (e.g., Concur).
  • Discretion and ability to handle confidential information with utmost care.
• Option B: Desired Skills
  • [List any desired but not required skills]

5. Work Schedule

• Option A: Normal Workweek
  • The normal workweek for the Executive Assistant will be Monday through Friday, from [Start Time] to [End Time].
• Option B: Meal and Rest Breaks
  • The Executive Assistant is entitled to meal and rest breaks as required by West Virginia and federal law.
• Option C: Remote Work Equipment and Security
  • If remote work is approved, Executive Assistant is expected to maintain a secure and private workspace and follow all IT and privacy policies.

6. Compensation

• Option A: Base Salary
  • The Employer will pay the Executive Assistant a base salary of [Salary Amount] per year, payable [Pay Frequency, e.g., bi-weekly].
• Option B: Hourly Wage
  • The Employer will pay the Executive Assistant an hourly wage of [Hourly Wage Amount] per hour.
• Option C: Overtime Pay
  • The Executive Assistant, if non-exempt, will be paid overtime at a rate of one and one-half (1.5) times their regular hourly rate for all hours worked over forty (40) in a workweek, as required by West Virginia law.
• Option D: Bonus/Incentive Pay
  • Executive Assistant may be eligible for bonuses or incentive pay based on individual and/or executive performance, as determined by the Employer. Details will be outlined in a separate bonus plan document.
• Option E: Payday
  • Payday will be [Day of the week].

7. Benefits

• Option A: Health Insurance
  • Executive Assistant will be eligible to participate in the Employer’s health insurance plan, subject to the terms and conditions of the plan.
• Option B: Retirement Plan
  • Executive Assistant will be eligible to participate in the Employer’s [401(k) or other retirement plan], subject to the terms and conditions of the plan.
• Option C: Paid Time Off (PTO)
  • Executive Assistant will accrue paid vacation and sick leave in accordance with the Employer’s PTO policy. Details regarding accrual rates, carryover limits, and payout upon separation are outlined in the company policy.
• Option D: Holidays
  • Executive Assistant will be entitled to paid holidays recognized by the Employer and/or West Virginia state law.
• Option E: Other Benefits
  • Other benefits, if any, may include:
    • Vision insurance
    • Dental insurance
    • Short-term disability insurance
    • Long-term disability insurance
    • Life insurance
    • Professional development/training allowance: [Amount] per year.

8. Expense Reimbursement

• Option A: Reimbursable Expenses
  • The Employer will reimburse the Executive Assistant for reasonable and necessary business expenses incurred in the performance of their duties, including travel, office supplies, and business meals, in accordance with the Employer’s expense reimbursement policy.
• Option B: Documentation
  • All expense reimbursements require detailed receipts and must be submitted in a timely manner.

9. Confidentiality

• Option A: Confidential Information
  • The Executive Assistant acknowledges that they will have access to confidential and proprietary information of the Employer, including, but not limited to, executive schedules, business strategies, financial data, and personnel information.
• Option B: Non-Disclosure
  • The Executive Assistant agrees to maintain the confidentiality of all such information during and after their employment with the Employer and will not disclose such information to any third party without the Employer’s prior written consent. This obligation extends to electronic communications and cloud storage.

10. Non-Solicitation

• Option A: Non-Solicitation Clause
  • During employment and for a period of [Number] months following termination of employment, the Executive Assistant shall not solicit or attempt to solicit any of the Employer’s clients, vendors, or employees.
• Option B: Access to Trade Secrets
  • Whether the Executive Assistant will have access to trade secrets: [Yes/No].

11. Company Property

• Option A: Safeguarding Property
  • The Executive Assistant is responsible for safeguarding all company property entrusted to them, including laptops, mobile phones, access cards, keys, and physical and digital files.
• Option B: Return of Property
  • Upon termination of employment, the Executive Assistant must immediately return all company property in their possession.

12. Workplace Behavior and Decorum

• Option A: Professional Conduct
  • The Executive Assistant is expected to maintain a professional demeanor at all times, including professional dress, punctuality, and adherence to hospitality protocols.
• Option B: Conflicts of Interest
  • The Executive Assistant must avoid any conflicts of interest, including accepting gifts or engaging in outside employment that could compromise their impartiality or confidentiality.

13. Equal Opportunity Employment

• Option A: EEO Compliance
  • The Employer is an equal opportunity employer and complies with all applicable federal and West Virginia laws prohibiting discrimination in employment.
• Option B: Protected Categories
  • The Employer does not discriminate against any employee or applicant for employment based on race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, or any other characteristic protected by law under the West Virginia Human Rights Act or federal law.

14. Performance Evaluation

• Option A: Evaluation Frequency
  • The Executive Assistant’s performance will be evaluated [Frequency, e.g., annually].
• Option B: Evaluation Criteria
  • Performance will be evaluated based on factors such as responsiveness, communication quality, initiative, and overall effectiveness in supporting executive needs.

15. Termination

• Option A: Voluntary Resignation
  • The Executive Assistant may terminate employment by providing the Employer with [Number] weeks’ written notice.
• Option B: Termination by Employer
  • The Employer may terminate the Executive Assistant’s employment at any time, with or without cause.
    • "Cause" shall include, but is not limited to, [Examples of Cause, e.g., misconduct, insubordination, unsatisfactory performance].
• Option C: Final Paycheck
  • Upon termination, the Executive Assistant will receive their final paycheck in accordance with West Virginia law.
• Option D: Severance
  • Eligibility for severance or outplacement support, if any, will be determined by the Employer's policies at the time of termination.

16. At-Will Employment

• Option A: At-Will Status
  • Employment with the Employer is at-will, meaning that either the Executive Assistant or the Employer may terminate the employment relationship at any time, for any lawful reason or no reason, with or without notice.
• Option B: No Waiver
  • This Agreement does not create a contract for any specific term of employment and does not alter the at-will nature of the employment relationship.

17. Dispute Resolution

• Option A: Internal Complaint Process
  • Any disputes arising out of or relating to this Agreement should first be addressed through the Employer’s internal complaint process.
• Option B: Mediation/Arbitration
  • The parties agree to [mediation or binding arbitration] as an alternative to litigation to resolve any disputes arising out of or relating to this Agreement.
• Option C: Governing Law
  • This Agreement shall be governed by and construed in accordance with the laws of the State of West Virginia.

18. Workplace Safety and Security

• Option A: Mandatory Training
  • The Executive Assistant is required to participate in all mandatory workplace safety, security, and anti-bullying training programs required by federal OSHA and West Virginia state law.
• Option B: Workers’ Compensation
  • The Executive Assistant is covered by the Employer’s workers’ compensation insurance as required by West Virginia law.

19. Intellectual Property

• Option A: Assignment of IP
  • The Executive Assistant agrees that all work product created during their employment, including proprietary systems, process improvements, and materials, shall be the property of the Employer.

20. Contract Adjustment

• Option A: Amendment
  • This Agreement may be amended only by a written instrument signed by both the Employer and the Executive Assistant.

21. Entire Agreement

• Option A: Integration Clause
  • This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior or contemporaneous communications and proposals, whether oral or written.

22. Severability

• Option A: Severability Clause
  • If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

23. Electronic Signatures

• Option A: Electronic Signatures
  • This Agreement may be executed in counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. Electronic signatures shall be permitted and have the same force and effect as original signatures.

24. Employer's Right to Alter Job Duties

• Option A: Alteration of Duties
  • The Employer reserves the right to alter the Executive Assistant's job duties, work location, or reporting lines with reasonable written notice to the Employee. Any material changes will be subject to Employee acknowledgement or renegotiation.

25. Attorney-Client Privilege

• Option A: Cooperation with Compliance Audits
  • The Executive Assistant acknowledges that they may be privy to attorney-client privileged or regulatory communications and agrees to cooperate with compliance audits/investigations as directed by legal counsel.

IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first written above.

[Employer Name]

By: [Employer Representative Name]

Title: [Employer Representative Title]

[Employee Name]

Signature: ____________________________

Date: ____________________________