Executive Assistant to the Executive Vice President & COO

New Orleans, LA Full-time

The Executive Assistant provides direct secretarial and administrative support to the Executive Vice President & COO; provides administrative support for the areas reporting to the EVP-COO; and maintains files and records for the operations department.  With approval of the EVP-COO, assists other staff members with specific requests and/or tasks.  The position requires a self-starter with initiative, independent judgment and who maintains strict confidentiality.

Responsibilities

  • Prepare complex and confidential correspondence, reports and proposals. Distribute materials to other Museum professional staff for information and/or disposition.  Research and compose draft correspondence and documents for the EVP-COO’s signature.  Review materials prepared for the EVP-COO’s approval for accuracy and proper format.
  • Schedule appointments; maintain EVP-COO’s calendar and daily schedule; arrange conferences and meetings and travel arrangements for the EVP-COO; and assemble background materials as directed.
  • Review incoming mail and assist in the investigation and disposition of inquiries and requests addressed to the EVP-COO.  Use independent judgment and take appropriate action to resolve problems and answer questions that do not require the EVP-COO’s attention.
  • Coordinate meetings including preparing the agenda, assembling materials; and taking, transcribing, and distributing minutes. File correspondence, reports, contracts, documents, etc.
  • Prepare regular reports for the EVP-COO on the status of ongoing projects.  May require assembling and analyzing fairly complex or confidential information or data.
  • Maintain and monitor renewals, expirations, and updates for certain government/state entities and professional societies and memberships.
  • Undertake other duties and special projects as assigned by the EVP-COO. 

Qualifications

  • Bachelor’s Degree and a minimum of four years directly related experience associated with administrative and secretarial functions, preferably in a non-profit or related institution.
  • Extensive knowledge of office procedures and basic knowledge of office equipment.
  • Excellent communication skills, oral and written.
  • Initiative, strong organizational skills; attention to details; problem solving abilities, and good judgment.
  • Ability to analyze facts and circumstances to conclude and make recommendations for solving problems within accepted Museum practice.
  • Ability to work independently or in a team environment on shifting assignments under tight time constraints consistently meeting deadlines.
  • Willingness to work irregular hours including evenings, weekends, holidays, special events or during periods of heavy visitation.

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