Executive Assistant

Overview:

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.

Responsibilities:

- 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.

Qualifications:

- At least 5 years of administrative experience required

- Bachelor's degree or equivalent specialized training in secretarial/administrative support practices preferred