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Description
Job Title: Senior Executive Assistant to the CEO
Department: Administration
Reports to: Chief Executive Officer
Exemption: Non-Exempt
Location: Covington, Louisiana
Position Summary
The Senior Executive Assistant to the CEO provides high-level executive, governance, and legal administrative support to the Chief Executive Officer (CEO) and Chief Legal Officer (CLO). Serving as a trusted partner to executive leadership, this position anticipates needs, independently evaluates competing priorities, resolves complex administrative challenges, and ensures timely follow-through on sensitive, high-visibility matters. The position also serves as a key liaison to the Board of Directors, coordinating board and committee meetings, preparing governance materials, maintaining board records, and ensuring timely follow-up on board-related matters. Serving as a trusted partner to executive leadership, this position anticipates needs, independently evaluates competing priorities, resolves complex administrative challenges, and ensures timely follow-through on sensitive, high-visibility matters.
Essential Functions
Executive Support
- Manage complex executive calendars, meetings, and travel; anticipate conflicts and recommend priorities and solutions.
- Prepare executive briefings, agendas, research, presentations, and decision-support materials.
- Coordinate leadership meetings and events, including logistics, minutes, and action-item follow-up.
- Triage executive communications and inquiries; draft correspondence and escalate urgent matters appropriately.
- Create and quality-check executive reports, presentations, spreadsheets, and documents using Microsoft Office or Google Workspace.
- Track confidential, cross-functional projects, deadlines, risks, and follow-up.
- Maintain secure, accurate, accessible executive and corporate records.
Board & Governance Support
- Serve as a professional liaison to board members and support effective communication.
- Coordinate board and committee meetings, including schedules and logistics.
- Prepare and distribute board agendas, packets, and minutes.
- Maintain board records and agreements in the Board Portal and assist with new-member onboarding.
Chief Legal Officer Support
- Prepare, proofread, format, organize, and maintain legal documents and related correspondence under the direction of the CLO; identify missing information or inconsistencies for review.
- Support contract administration by organizing agreements, tracking review and approval status, coordinating signatures, and monitoring key dates and renewals.
- Maintain accurate, confidential legal and contract files, including document versions, executed agreements, and retention records.
- Coordinate with the CLO and relevant departments to obtain contract information and documentation; route substantive legal questions to counsel.
Requirements
Job Role Expectations
- Support administrative projects and events as needed, including one donor family or community event annually.
- Represent LOPA professionally in all verbal, written, and digital interactions.
- Performs other duties and projects, as assigned.
Organizational Expectations
- Embody LOPA's core values and contribute to a respectful, accountable, team-oriented culture.
- Complete required training and SOP reviews on time.
Work Environment & Physical Demands
- Primarily sedentary with use of hands, fingers, and visual focus.
- Occasional lifting of materials up to 50 pounds.
- Possible exposure to packaged organs or tissues during office or hospital coordination.
- Occasional in-state travel may be required.
Work Hours
Full-time position. Typical work hours are Monday-Friday 8:30am to 5:00pm with flex time available at the discretion of the direct supervisor.
Education and Experience
- Bachelor's degree preferred; equivalent education and experience considered.
- At least five years of progressively responsible administrative experience required; senior executive support preferred.
- At least two years of board or external stakeholder coordination preferred.
- Corporate paralegal, legal administrative, contract, or board governance experience strongly preferred; paralegal certification a plus.
Knowledge, Skills & Abilities
- Exceptional critical thinking, judgment, organization, prioritization, and independent problem-solving.
- Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) or Google Workspace (Gmail, Calendar, Docs, Sheets, Slides, Drive) required.
- Excellent executive writing, editing, presentation, interpersonal, and meeting documentation skills.
- Ability to manage sensitive, competing deadlines independently, with sound escalation judgment.
- Strong digital skills in collaboration, document management, PDF tools, e-signatures, and new systems; process improvement experience preferred.
- Demonstrated discretion, accuracy, professionalism, and ability to build trust with executives, board members, and counsel.