Job Information
Louisiana Association for the Blind Executive Assistant to the President in Shreveport, Louisiana
Job Title:
Executive Assistant to (CEO) Chief Executive Officer
Department:
Corporate
Location:
1826 Claiborne Avenue, Shreveport, LA
Wage Category:
Exempt
Reports To:
President and Chief Executive Officer (PCEO)
Overview: The Executive Assistant is the senior official who supports the President and Chief Executive Officer (PCEO). The position requires the incumbent to exercise sound independent judgment and discretion in performing executive and board-level responsibilities, and to meet strict standards of confidentiality and trustworthiness in a fast-paced environment
.
Duties and responsibilities include, but are not limited to:
Administrative Support
Schedule, coordinate, and/or ensure administrative and logistical support for executive meetings, staff meetings, outside events, and assist with company social events, including, but not limited to, reserving conference rooms, site selection, ordering audiovisual equipment, ordering food, taking meeting minutes, etc.
Organize and manage the PCEOs calendar to track and schedule business and personal matters.
Assist with the daily time management schedule for PCEO, ensuring PCEO is punctual for daily meetings, anticipating any conflicts, issues, and rescheduling appropriately. Confirming and coordinating appointments and logistics.
Primary gatekeeper and personal liaison for PCEO.
Receive and screen incoming telephone calls for the PCEO. Directs calls to other personnel or replies to inquiries without referring to the supervisor.
Draft correspondence (emails, letters, etc.)
Review applications, contracts, and other documents with PCEO.
Manage contract filing system.
Conduct and prepare research that the PCEO may require.
Ability to quickly assess any given situation and manage it with a professional and skilled response.
Transportation Support
Manage travel arrangements for PCEO and Executive Team and others as necessary (flights, accommodations, and ground transportation).
Occasionally traveling off-site and providing transportation for the PCEO to meetings and events.
Run errands to perform shopping requirements as needed.
Financial Support
- Reports financial transaction concerns to the Chief Financial Officer (CFO) and Administration.
- Reconcile the PCEO company credit card account in a timely manner to ensure on-time payment. Report concerns about credit card transactions to the CFO.
- Prepare and process expense reports via the expense management system; Track credit card receipts and reconcile monthly for PCEO
Board of Directors Support
Work with Board officers, committee chairs, and members to arrange meetings as needed, including logistical support such as reserving meeting locations, ensuring the good working order of applicable technology, etc.
Prepare and transcribe Board and committee meeting materials, including draft agenda, meeting minutes, and other materials as needed.
Ensure responses are received from intended meeting attendees, including obtaining written proxies as needed.
Serve as primary support to collect answers to Board inquiries from relevant staff, and conduct o