Executive Assistant

H & R Computer Consulting Services•New Orleans, LA

9h•$50,000 - $60,000•Onsite

About The Position

Provide executive, operational, and project support Responsible for providing analytical and specialized support to relieve, assist, and, in delegated matters, act on behalf of senior and executive management. Acts as primary liaison with administration and various support functions. Responsible for coordinating the implementation of procedures and programs pertaining to these administrative specialties. Prioritizes and carries out special projects and complex assignments. Exercises frequent judgment, initiative, diplomacy and tact and ensure the confidentiality of all matters. Makes administrative decisions and takes action on behalf of the officer/executive based on knowledge of the organization, policies and personnel. Performs a broad range of administrative tasks for a senior or executive level management. Exercises judgment, initiative and tact, makes administrative decisions and takes action on behalf of the executive based on knowledge of the organization, policies and personnel. Directs established guidelines, procedures, and policies.

Requirements

Minimum two (2) years of experience supporting an executive, including managing complex scheduling with internal and external participants, coordinating travel arrangements, and handling daily administrative tasks.
Excellent oral and written communication skills for effectively exchanging information and conveying ideas and concepts to a variety of stakeholders.
Proven experience in file/records management, specifically organizing and filing relevant documents for the supported executive.
Proficient in using a personal computer and business software, with demonstrated experience in GSuite.
Experienced in managing executive assistant needs, including staffing, developing, routing, and verifying correct information, particularly related to travel.
Demonstrated ability and willingness to receive training and direction.
Capable of reading and interpreting general procedural guidelines.
Must possess at least a Bachelor’s Degree.

Responsibilities

Manage the Executive Director's and agency calendars, including monitoring milestone dates, coordinating agency management calendars, scheduling meetings for the Executive Director, supporting agenda preparation, and coordinating follow-up actions.
Provide travel support for the Executive Director via the government travel system, encompassing booking complex itineraries, establishing and maintaining a regular travel schedule for member visits, and offering other required travel assistance.
Assist agency leadership with the periodic coordination and scheduling of Council meetings, including coordinating schedules among diverse senior state and federal officials.
Provide note-taking and other necessary meeting support for periodic large group gatherings.
Provide office support for internal staff meetings and Council meetings held in the New Orleans (NOLA) area, ensuring proper preparation of the physical space and necessary materials, including audiovisual support for hybrid meetings.
Support the Council’s Freedom of Information Act (FOIA) process.
Execute meeting preparation tasks, including distributing invitations, agendas, and pre-reading materials.
Maintain the staff office area, ensuring the availability of necessary supplies for agency staff.
Coordinate all purchase requests, manage the purchase process (including approvals and receipt verification), and assist with credit card plan updates and purchase mechanism documentation.
Develop and maintain the annual training plan, track staff progress and completion dates, and update Google Training Forms as needed.
Ensure staff compliance with training requirements, send necessary reminders, and append the annual training plan with completion records for audit purposes.
Provide support for Council administrative processes as required.
Monthly meeting and status report with GCERC Executive Director & Director of Administration to identify action items and report on the status of action items.