Assistant to the Vice Chancellor of Operations and COO

Louisiana State University

1d

About The Position

DEPARTMENT: Operations
SUPERVISOR: Vice Chancellor of Operations and COO
PURPOSE: The Assistant to the Vice Chancellor of Operations and COO provides high-level administrative support to ensure the efficient, professional, and confidential daily operations. This role manages scheduling, coordination of projects and meetings, prepares analytics and reports, maintains organized records, and serves as a key point of contact for the department of operations with internal and external stakeholders. The position requires strong judgment, discretion, and the ability to work independently in a professional environment.

Requirements

• An Associate or bachelor's degree.
• Strong verbal and written communication skills, with a clear, and professional manner.
• Excellent customer service and interpersonal skills; able to stay calm and helpful under pressure.
• High level of organization and attention to detail for managing visitors, calls, and administrative tasks.
• Ability to multitask, prioritize, and switch tasks quickly in a fast-paced environment.
• Working knowledge of basic office technology and software (Mirosoft Outlook, Word, Excel, etc.)
• Reliability, discretion, and professionalism when handling sensitive information.
• Basic problem-solving skills and good judgment for prioritizing issues.

Responsibilities

• Serve as a primary administrative point of contact for the Vice Chancellor and COO’s office, including screening calls, managing visitors, and routing inquiries appropriately.
• Independently draft, format, and route correspondence, memos, and routine communications for review/signature, including sensitive or non-routine matters as needed.
• Organize and maintain office files, reference materials, and electronic records using effective naming conventions and retention practices.
• Track action items, deadlines, and deliverables for the Vice Chancellor and COO, and proactively prompt follow-up to support timely completion.
• Manage and optimize office calendar, including prioritizing requests, resolving conflicts, and confirming logistics.
• Coordinate and schedule meetings and events, including identifying attendees, preparing invitations, reserving space, and arranging virtual participation when needed.
• Prepare meeting materials such as agendas, handouts, packets, and briefing notes; attend meetings when requested and capture action items or minutes.
• Handle sensitive information (personnel, financial, operational, student-related, and/or executive communications) with discretion and sound judgment; maintain privacy and confidentiality as required.
• Maintain secure electronic and physical filing systems and ensure documents are stored, shared, and disposed of appropriately.
• Use office productivity tools to create professional documents, spreadsheets, reports, and presentations; maintain accurate electronic records and retrieve information efficiently.
• Maintain shared calendars, distribution lists, and document repositories to support coordination across the Operations division.
• Support purchasing and payment processes by preparing and submitting required forms and documentation, tracking orders, and maintaining office supply inventory.
• Coordinate travel arrangements and reimbursement documentation, keeping records organized and complete.
• Serve as a professional, welcoming presence for stakeholders and visitors; coordinate across departments on behalf of the Vice Chancellor and COO.
• Provide administrative support for special projects as assigned, including but not limited to event coordination, logistics, and communication support.

Benefits

• LSUA offers outstanding benefits to eligible employees and their dependents including health, life, dental, and vision insurance; flexible spending accounts; retirement options; various leave options; paid holidays; wellness benefits; tuition exemption for qualified positions; training and development opportunities; employee discounts; and more!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 1,001-5,000 employees