Under general direction of the Vice President of Administration, the Executive Assistant provides support to the Vice President of Administration and organizes, facilitates, and reviews administration meetings, scheduling, documents, presentations, and associated items. The incumbent is required to function independently or with minimal supervision and requires initiative and independent decision-making skills. The incumbent will also assist the Chief Human Resources and Development Officer and oversee the Employee Engagement program at the LCTCS System Office, working to create and maintain an engaged team at all levels.
College: LCTCS
Department: Administration
Type of Appointment: Full time - Regular
Salary: Will be commensurate with education and experience.
Duties and Responsibilities:
• Organizes and schedules events and meetings for the Administration area related to facilities, human resources, and other areas as required by the VP of Administration.
• Provides guidance to the Board Office staff regarding administration related functions and acts as an advisor to staff in applying knowledge of State and LCTCS administrative policies and guidelines.
• Coordinates information gathered for reports, presentations to the Board of Supervisors, revision of rules, regulations, policies and procedures related to the VP of Administration’s scope of authority.
• Prepares and formats Excel spreadsheets, reports in the form of tables and PowerPoint presentations. Will be charged with simple financial and programmatic analysis of issues. May also be assigned special projects.
• Prepares agenda and minutes of VP of Administration meetings and other official meetings. Coordinates weekly touchpoints with direct staff and follows up on assigned tasks/projects as needed with the VP of Administration’s direct team.
• Submits timesheets for direct reports to the VP of Administration for approval. Prepares and maintains travel and expense reimbursement reports for the VP of Administration and ensures travel requests are submitted timely for reimbursement and approval.
• Screen calls and emails for the VP of Administration as needed.
• Supports the Chief Human Resources and Development Officer with administrative support as well as strategic HR goals and planning such as system wide roll out of new initiatives; functionally support the Chief Human Resources and Development Office as needed and ongoing as determined by the Vice President of Administration.
• Support the Chief Facilities Officer on an ongoing basis and coordinate with Facility Planning and Control as needed on behalf of the VP of Administration; organizes, coordinates, and ensures proper follow up for concurrence memos, budgets for facility projects, and ongoing facility coordination with the Chancellors and Facility Directors at the colleges.
• Coordinates and supports the VP of Administration related to cabinet meeting updates, facility tracking, HR project tracking, etc.
Required Experience: • Minimum of 5 years of experience with emphasis in senior level advisement
* Bachelor's degree from an accredited institution may substitute for 3 years of the minimum experience required.
Required Knowledge, Skills and Abilities:
• Strong verbal and written communication skills
• Excellent organizational skills
• Detailed oriented with ability to effectively multi-task
• Proficiency in Microsoft Office applications and ability to learn and utilize new computer programs and software quickly and accurately
• Ability to efficiently work and interact with personnel at all levels within the organization
Benefits: As a member of the Louisiana Community and Technical College System, LCTCS has an attractive benefits package with a wide variety of benefit options. Benefits offered include retirement, multiple medical insurance options, supplemental insurances (dental, term life, disability, accident, vision, etc.), Tax Saver Flexible Benefits Plan (saves tax dollars on some child care and medical expenses), holidays (14 per year, typically includes longer break at Christmas), generous annual (vacation) and sick leave benefits and Employee Assistance Program. Specific benefits depend on job category, percent effort and length of employment.
Application Deadline: Applications will be accepted and position will remain open until filled.
Application Instructions: Applicants for this position should submit a cover letter that addresses the outlined responsibilities, a resume, and the names and contact information for three professional/work-related references. *If selected, applicant will be asked to provide a certified copy of transcript prior to final offer if it is used to qualify for the position.
In accordance with LCTCS Policy #6.036, a criminal history check will be conducted on all new hires. LCTCS participates in the federal E-Verify system for identification and employment eligibility purposes. LCTCS is an equal opportunity/equal access employer. LCTCS is a State As a Model Employer (SAME) agency that supports improved employment opportunities for individuals with disabilities. For more information about the Louisiana Community and Technical College System, visit www.lctcs.edu. LCTCS is in partnership with Louisiana Economic Development FastStart.
