EMPLOYMENT OPPORTUNITIES
Executive Assistant
Review of applications will commence immediately and continue until the position is filled.
Go directly to the application (you will be redirected to an external website).
LUMCON, a program of the Board of Regents, as a consortium is a statewide academic endeavor to focus and strengthen the effectiveness of foundational marine science needed to address the environmental and socioeconomic challenges facing Louisiana and the nation.
LUMCON has provided unparalleled opportunities in marine science and education to the research community and public alike. Anchored by a first-rate marine laboratory, the DeFelice Marine Center, LUMCON is embedded in Louisiana’s dynamic wetland environment and conveniently located on a gateway to the open waters of the Gulf of Mexico. From this facility, LUMCON operates a world-class fleet of research vessels unmatched in the Gulf of Mexico. In 2023, LUMCON is expanding its programs through the opening of a maritime research and outreach facility in Houma.
Position Overview
LUMCON is seeking an experienced, reliable, and task-oriented executive assistant to support the Executive Director & Chief Scientist at LUMCON in Cocodrie, LA. The executive assistant works directly with the ED/CS and will be responsible for performing several administrative duties. The ideal candidate is highly self-motivated, professional, and capable of managing their work load and prioritizing tasks in a fast-paced environment.
Minimum Qualifications
- Three or more years of experience in an administrative role supporting an executive level leader
- High school diploma or equivalent
- Excellent written and verbal communication skills
- Proficient in Microsoft Office
- Strong organizational, project management, and problem-solving skills with impeccable multi-tasking abilities
- Ability to work with and experience working with confidential information
- Exemplary time management and organizational skills, and the ability to recognize and anticipate the Executive Director’s needs
- Exceptional interpersonal skills
- Friendly and professional demeanor
Ideal Candidate/Preferred Qualifications
- Preferred minimum of 4+ years of experience as an executive assistant reporting directly to senior management
- College degree
- Demonstrated experience in booking domestic and foreign travel
- Ability to become familiar with LUMCON-specific programs and software including LaGov ERP and Canva
- Communications experience to assist in developing materials for presentations, newsletters, reports, and other outlets
- Familiarity with online collaboration tools, e.g. file sharing, e.g. Dropbox and Google Drive
- Proficiency in collaboration and delegation of duties
- State service experience
Essential Duties
Essential and other important responsibilities and duties may include, but are not limited the following:
- Facilitates the efficient utilization of the Executive Director’s time through development and coordination of a complex calendar of appointments, meetings, travel, internal and external engagements, and consortium and community events. Coordinates communications with staff, academic community, students, and faculty
- Safeguards the confidentiality of LUMCON’s administration by exercising discretion in communicating information to internal and external stakeholders
- Respond to requests for information requiring interpretation of departmental rules and regulations
- Composes and prepares written documentation and correspondences; screens and evaluates incoming and outgoing correspondences; and prepares responses as appropriate
- Organizes and facilitates meetings and regular check-ins; Prepares materials for these meetings, attend meetings, and serves as recording secretary of these meetings
- Advise ED/CS of time-sensitive and priority issues, ensuring appropriate follow up is arranged and scheduled
- Schedule and manage all domestic and foreign travel for the Executive Director, and others as needed, including: building itineraries, booking flights and accommodations, following state travel processes and polices, and submitting proper documentation in a timely manner. Serves as CBA accountholder for the travel card/CBA account for the executive director
- Assist with the development and coordination of recurring communications and outreach materials, ensuring timely distribution and alignment with institutional priorities
- Participate in institutional planning committees to support events, programs, and public-facing initiatives through administrative and logistical coordination
- Provides administrative support for college-wide meetings, trainings, and professional development programs
- Attend and participate in scheduled activities which includes Open House / Meet the Fleet events and required meetings
- Manages processes and ongoing projects and performs special projects as delegated by the Executive Director, but not limited to, research, reports, data analysis, and events
- Maintain an organized paper and electronic filing system
- Develop and sustain a culture of professionalism among staff and visitors
- Supervise 1-2 personnel as directed
- Maintain inventory of supplies
How to Apply
Clicking the button below will redirect you to the current job opportunities for the state of Louisiana. Complete the electronic application on this site. You application can be used for this vacancy, as well as, future job opportunities.
No Civil Service test score is required in order to be considered for this vacancy.
Review of applications will commence immediately and continue until the position is filled.
Contact Information
Eddie Filce
Human Resource/Payroll Specialist
LUMCON
efilce@lumcon.edu
Vacancy Information
- This is an unclassified position.
- This position is located in Cocodrie, LA.
- Applications will be rejected if the applicant fails to meet the minimum qualifications, submits an incomplete application, or fails to apply by the closing date of the announcement.
- Resumes will not be accepted in lieu of an application listing complete work experience and education.
- Please make every effort to attach a copy of your transcript or any other materials as outlined in the posting to your application if possible.
- In compliance with federal law, all individuals hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form (I-9) upon hire.
Board of Regents is a State As a Model Employer (SAME) agency that supports the recruitment, hiring and retention of individuals with disabilities. For more information on employment resources for individuals with disabilities, see the Louisiana Employment Resources Guide.
Board of Regents is an Equal Opportunity Employer