INTERNAL ONLY - Executive Assistant & Events Coordinator

Louisiana Community and Technical College System • Monroe, LA

1d • Onsite

About The Position

This position provides comprehensive administrative support to executive leadership and is responsible for planning, organizing, and executing college events. The role involves managing complex calendars, preparing correspondence and reports, coordinating meetings, and serving as a primary point of contact for internal and external constituents. Additionally, the position assists with budget tracking and financial documentation. The event planning aspect includes coordinating all logistics for various college events such as commencement ceremonies, convocations, foundation events, and donor events. This includes venue reservations, catering, audiovisual needs, and managing event budgets. The role also focuses on communication and relationship management with students, faculty, staff, alumni, donors, and community partners, as well as assisting with public relations efforts. Administrative operations include maintaining office procedures, records management, and potentially supervising student workers.

Requirements

• Associate degree from an accredited institution and five (5) years of progressively responsible administrative experience; or Bachelor's degree and relevant professional experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational and project management abilities.
• Ability to maintain confidentiality and exercise independent judgment.
• Ability to manage multiple priorities in a fast-paced environment.
• Event planning and logistics management.
• Calendar and project management.
• Budget monitoring and financial documentation.
• Records management and office administration.
• Strong customer service and stakeholder relations skills.
• Ability to work independently and collaboratively.
• Attention to detail and problem-solving abilities.
• Ability to work occasional evenings and weekends for special events.

Nice To Haves

• Experience supporting executive-level administrators preferred.
• Experience planning and coordinating large-scale events preferred.

Responsibilities

• Provide comprehensive administrative support to executive leadership.
• Manage complex calendars, appointments, meetings, and travel arrangements.
• Prepare correspondence, reports, presentations, agendas, and meeting materials.
• Coordinate executive meetings, committee meetings, and board-related activities.
• Record, transcribe, and distribute meeting minutes and follow-up action items.
• Screen and prioritize incoming communications and respond appropriately.
• Maintain confidential files, records, and sensitive information.
• Monitor deadlines and ensure timely completion of assignments and special projects.
• Serve as a primary point of contact for internal and external constituents.
• Assist with budget tracking, purchasing, invoices, reimbursements, and financial documentation.
• Plan, organize, and execute college events including commencement ceremonies, convocations, foundation events, employee recognition programs, donor events, open houses, community outreach activities, and special campus functions.
• Coordinate event logistics including venue reservations, catering, audiovisual needs, staging, decorations, transportation, security, parking, and staffing.
• Develop event timelines, production schedules, and event-day operational plans.
• Coordinate with vendors, contractors, and campus departments to ensure seamless event execution.
• Manage event registration, invitations, RSVP tracking, and guest communications.
• Oversee event setup, execution, and post-event breakdown activities.
• Monitor event budgets and process event-related expenditures.
• Evaluate event outcomes and prepare post-event reports and recommendations.
• Foster positive relationships with students, faculty, staff, alumni, donors, community partners, and external stakeholders.
• Assist with public relations and promotional efforts related to institutional events.
• Coordinate communication regarding event schedules, procedures, and participant expectations.
• Represent the College in a professional manner at campus and community functions.
• Maintain office procedures and records management systems.
• Coordinate facility reservations and room scheduling.
• Assist with committee work, accreditation activities, and institutional initiatives.
• Supervise student workers or temporary staff as assigned.
• Participate in professional development opportunities and required college trainings.
• Perform other duties as assigned.

Benefits

• Retirement
• Multiple medical insurance options
• Supplemental insurances (dental, term life, disability, accident, vision, etc.)
• Tax Saver Flexible Benefits Plan (saves tax dollars on some child care and medical expenses)
• Holidays (14 per year, typically includes longer break at Christmas)
• Generous annual (vacation) and sick leave benefits
• Employee Assistance Program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree