Senior Executive Assistant to the CEO

Louisiana Organ Procurement Agency • Covington, LA

3d • Onsite

About The Position

The Senior Executive Assistant to the CEO provides high-level executive, governance, and legal administrative support to the Chief Executive Officer and Chief Legal Officer. The role anticipates executive needs, evaluates competing priorities, resolves complex administrative challenges, and ensures timely follow-through on sensitive, high-visibility matters. It also serves as a key liaison to the Board of Directors, coordinating board and committee meetings, preparing governance materials, maintaining board records, and following up on board-related matters.

The position manages executive calendars, meetings, travel, communications, briefings, and records; coordinates leadership meetings and events; and tracks confidential cross-functional projects, deadlines, risks, and follow-up. It supports board governance by coordinating meetings, preparing agendas, packets, and minutes, maintaining records and agreements in the Board Portal, and assisting with new-member onboarding. Under the direction of the Chief Legal Officer, it prepares and maintains legal documents and correspondence, supports contract administration, and maintains confidential legal and contract files.

The position is based in Covington, Louisiana. It is full-time, with typical hours Monday through Friday, 8:30 a.m. to 5:00 p.m.; flex time may be available at the discretion of the direct supervisor. Occasional in-state travel may be required. The work is primarily sedentary, with occasional lifting of materials up to 50 pounds and possible exposure to packaged organs or tissues during office or hospital coordination.

Requirements

• At least five years of progressively responsible administrative experience.
• Exceptional critical thinking, judgment, organization, prioritization, and independent problem-solving.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) or Google Workspace (Gmail, Calendar, Docs, Sheets, Slides, Drive).
• Excellent executive writing, editing, presentation, interpersonal, and meeting documentation skills.
• Ability to manage sensitive, competing deadlines independently, with sound escalation judgment.
• Strong digital skills in collaboration, document management, PDF tools, e-signatures, and new systems.
• Demonstrated discretion, accuracy, professionalism, and ability to build trust with executives, board members, and counsel.

Nice To Haves

• Bachelor’s degree preferred; equivalent education and experience considered.
• Senior executive support experience preferred.
• At least two years of board or external stakeholder coordination preferred.
• Corporate paralegal, legal administrative, contract, or board governance experience strongly preferred.
• Paralegal certification is a plus.
• Process improvement experience preferred.

Responsibilities

• Manage complex executive calendars, meetings, and travel; anticipate conflicts and recommend priorities and solutions.
• Prepare executive briefings, agendas, research, presentations, and decision-support materials.
• Coordinate leadership meetings and events, including logistics, minutes, and action-item follow-up.
• Triage executive communications and inquiries, draft correspondence, and escalate urgent matters appropriately.
• Create and quality-check executive reports, presentations, spreadsheets, and documents using Microsoft Office or Google Workspace.
• Track confidential, cross-functional projects, deadlines, risks, and follow-up.
• Maintain secure, accurate, and accessible executive and corporate records.
• Serve as a professional liaison to board members and support effective communication.
• Coordinate board and committee meeting schedules and logistics.
• Prepare and distribute board agendas, packets, and minutes.
• Maintain board records and agreements in the Board Portal and assist with new-member onboarding.
• Prepare, proofread, format, organize, and maintain legal documents and related correspondence under the direction of the Chief Legal Officer; identify missing information or inconsistencies for review.
• Support contract administration by organizing agreements, tracking review and approval status, coordinating signatures, and monitoring key dates and renewals.
• Maintain accurate and confidential legal and contract files, including document versions, executed agreements, and retention records.
• Coordinate with the Chief Legal Officer and relevant departments to obtain contract information and documentation; route substantive legal questions to counsel.
• Support administrative projects and events as needed, including one donor family or community event annually.
• Represent LOPA professionally in verbal, written, and digital interactions.
• Perform other duties and projects as assigned.
• Embody LOPA’s core values and contribute to a respectful, accountable, team-oriented culture.
• Complete required training and SOP reviews on time.

What This Job Offers

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