Executive Assistant

Title - Executive Assistant

Client - Gulf Coast Ecosystem Restoration Council

Location - 500 Poydras Street, Suite 1117, New Orleans, LA 70130

 

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.

Primary Task 1 – Executive Functions:
1. 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.
2. 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.
3. Assist agency leadership with the periodic coordination and scheduling of Council meetings, including coordinating schedules among diverse senior state and federal officials.
4. Provide note-taking and other necessary meeting support for periodic large group gatherings.
5. 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.
6. Support the Council’s Freedom of Information Act (FOIA) process.
7. Event planner experience. Execute meeting preparation tasks, including distributing invitations, agendas, and pre-reading materials.
8. Maintain the staff office area, ensuring the availability of necessary supplies for agency staff.
9. Other administrative tasks as assigned.

Primary Task 2 - Purchase Card & Administrative Support
10. Procurement and Financial Support: Coordinate all purchase requests, manage the purchase process (including approvals and receipt verification), and assist with credit card plan updates and purchase mechanism documentation.
11. Training Plan Management: Develop and maintain the annual training plan, track staff progress and completion dates, and update Google Training Forms as needed.
12. Compliance Monitoring: Ensure staff compliance with training requirements, send necessary reminders, and append the annual training plan with completion records for audit purposes.
13. General Administrative Support: Provide support for Council administrative processes as required.

Primary Deliverable 1 – Monthly meeting and status report with GCERC Executive Director & Director of Administration to identify action items and report on the status of action items.