Executive Assistant for VP of Administration

Louisiana Community and Technical College System • Baton Rouge, LA

49d

About The Position

Under the general direction of the Vice President of Administration, the Executive Assistant to the VP of Administration provides high-level, proactive administrative and operational support to ensure the efficient and effective functioning of the Administration Division. This role is focused on maximizing the VP's productivity by managing schedules, coordinating meetings, optimizing workflows, and maintaining an organized office environment. The position requires independent judgment, initiative, and the ability to anticipate the VP's needs, allowing leadership to focus on strategic priorities. In addition to supporting the VP of Administration, this role provides administrative and strategic assistance to the Chief Human Resources and Development Officer and the Chief Facilities Management Officer, ensuring seamless coordination and communication across these functions.

Requirements

• Bachelor's degree in Business Administration, Management, or a related field, or 10 years of equivalent professional experience.
• 5+ years of experience providing high-level executive support, preferably to senior leadership.
• Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and collaboration platforms (Teams, SharePoint, Zoom).
• Demonstrated ability to manage complex schedules, prioritize tasks, and work independently with minimal supervision.
• Strong written and verbal communication skills, including preparing professional correspondence, reports, and presentations.
• Proven organizational skills and attention to detail, including experience maintaining document inventories and office systems.
• Ability to handle confidential information with discretion and professionalism.

Nice To Haves

• Experience coordinating cross-departmental projects or initiatives is highly desirable.

Responsibilities

• Proactively manage the VP of Administration's schedule, prioritizing meetings, appointments, and travel to optimize the workday.
• Organize and maintain the VP's office, including tracking, storing, and ensuring accessibility of all files, documents, and correspondence.
• Maintain an inventory of incoming documents to the Administration office, ensuring proper routing, follow-up, and record-keeping.
• Organize and manage events, meetings, and appointments for the Administration division, including functions related to facilities, human resources, and other administrative areas.
• Serve as a liaison and advisor to Board Office staff on administrative policies, state regulations, and LCTCS system guidelines.
• Coordinate and compile materials for reports, presentations to the Board of Supervisors, and updates related to the VP of Administration's scope of authority.
• Prepare, format, and analyze reports, spreadsheets, and presentations (Excel, PowerPoint, Word); perform basic financial and programmatic analyses as required.
• Draft agendas and record accurate minutes for administrative and cross-functional meetings; monitor and follow up on assigned action items.
• Manage timesheets, travel arrangements, and expense reimbursements for the VP of Administration; ensure compliance with institutional policies and timelines.
• Screen and prioritize calls, emails, and correspondence for the VP of Administration, ensuring timely and appropriate responses.
• Provide administrative and project support to the Chief Human Resources and Development Officer, including coordination of systemwide initiatives and strategic HR planning.
• Support the Chief Facilities Management Officer and liaise with Facility Planning and Control (FP&C) on project budgets, concurrence memos, and coordination with Chancellors and Facilities Directors.
• Participate in ongoing meetings with FP&C, project managers, and LCTCS staff to track progress, gather updates, and disseminate information.
• Ensure proper formatting and preparation of facility, HR, and administrative documents.
• Maintain organized tracking systems for cabinet meeting updates, facilities initiatives, and HR projects.

Benefits

• As a member of the Louisiana Community and Technical College System, LCTCS has an attractive benefits package with a wide variety of benefit options.
• Benefits offered include 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 and Employee Assistance Program.
• Specific benefits depend on job category, percent effort and length of employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Industry: Educational Services
• Number of Employees: 51-100 employees