Executive Assistant

SoTx Facility Services, LLC • New Orleans, LA

4h

About The Position

Candidate will assist the Government in fulfilling the Executive Assistant role for the Gulf Coast Ecosystem Restoration Council in New Orleans, LA. Specific duties shall include, but are not limited to, the following:
Manage the agency calendars, including scheduling meetings, supporting agenda preparation, and coordinating follow-up actions.
Provide travel support via the government travel system
Assist agency leadership with the coordination and scheduling of meetings.
Provide note-taking and other necessary meeting support for large group gatherings.
Provide office support for meetings held in the New Orleans (NOLA) area, ensuring proper preparation of the physical space and necessary materials, including audiovisual support for hybrid meetings.
Execute meeting preparation tasks, including distributing invitations, agendas, and pre-reading materials.
Maintain the staff office area ensuring the availability of necessary supplies.
Coordinate all purchase requests, manage the purchase process and assist with credit card plan updates and purchase mechanism documentation.
Develop and maintain the annual training plan and track staff progress and completion dates.
Ensure staff compliance with training requirements.
Provide support for various administrative processes as required.

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 agency calendars, including scheduling meetings, supporting agenda preparation, and coordinating follow-up actions.
• Provide travel support via the government travel system
• Assist agency leadership with the coordination and scheduling of meetings.
• Provide note-taking and other necessary meeting support for large group gatherings.
• Provide office support for meetings held in the New Orleans (NOLA) area, ensuring proper preparation of the physical space and necessary materials, including audiovisual support for hybrid meetings.
• Execute meeting preparation tasks, including distributing invitations, agendas, and pre-reading materials.
• Maintain the staff office area ensuring the availability of necessary supplies.
• Coordinate all purchase requests, manage the purchase process and assist with credit card plan updates and purchase mechanism documentation.
• Develop and maintain the annual training plan and track staff progress and completion dates.
• Ensure staff compliance with training requirements.
• Provide support for various administrative processes as required.

Benefits

• 401(k)
• Competitive salary
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level