Position: Executive Assistant

Location: Gray, Louisiana

Schedule: 5/2

Overview:The Executive Assistant provides high-level administrative and operational support to the Vice Presidents, ensuring efficient management of daily responsibilities and strategic initiatives. This role involves coordinating schedules, meetings, and travel; managing correspondence and invoice workflows; and supporting the preparation of board reports, presentations, and acquisition materials. The Executive Assistant also plays a key role in event coordination, document management, and interdepartmental communication. The ideal candidate is a proactive, detail-oriented professional with exceptional organizational and communication skills, strong proficiency in Microsoft Office and DocStar, and the ability to manage multiple priorities with discretion and professionalism.

• Assist Vice Presidents with inter-office duties; appointments, calendar, files, phone calls, coding of bills, meeting agenda, preparation of presentations, etc
• Assist Vice Presidents with travel and logistical arrangements
• Prepare for meetings - agenda, meals, room preparation, minutes, and notes
• Event coordination - Civic and social responsibilities in which the Vice Presidents are involved
• Work on special projects as assigned by Vice Presidents and owners
• Assist clerical staff with various issues
• Oversee all aspects of the acquisition process, including managing virtual data rooms, maintaining due diligence lists, coordinating update meetings, and preparing, distributing, and tracking NDAs
• Manage the coding and approval workflow of invoices within the DocStar system for all Vice Presidents
• Coordinate the collection of data and collaborate with VPs’ direct reports to compile and prepare sections of the board report

Competencies:

• Excellent written and verbal communication; clear, concise, and adaptable across audiences.
• Proficiency in Office Software: Strong skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management systems like DocStar or SharePoint.
• Strong initiative and self-starter
• Basic knowledge of modern office procedures, methods, and practices
• Strong organizational skills
• Attention to detail to accurately coordinate logistics, prepare/edit reports, and respond fully to requests
• Support cross-functional initiatives, monitors progress, and ensures timely deliverables.

• At least 5 years of administrative experience required
• Bachelor's degree or equivalent specialized training in secretarial/administrative support practices preferred