Executive Assistant

SSA Consultants

Baton Rouge, LA, USA

Published: 6/14/2022

Full Time

Job Description

Executive Assistant

OVERVIEW

SSA Consultants has been retained to conduct a confidential search for an Executive Assistant to the elected chief executive of a large consolidated local government in South Louisiana. The Executive Assistant manages the chief executive’s calendar, correspondence, records and daily logistics, ensuring the office is organized and prepared.

ABOUT THE CLIENT

Our client is a consolidated local government in which a single elected chief executive leads both the city and the parish. The chief executive sets the administration’s agenda, appoints most department heads and directs day-to-day operations.

Separation of Powers

An elected council sets policy, adopts ordinances and approves spending. The chief executive submits the annual budget and reports to the council on the government’s financial condition.

Charter

A voter-approved home rule charter defines the powers of the chief executive, the council and government departments.

Administration

The current administration’s priorities include public safety, blight reduction and homelessness, supported by initiatives in neighborhood revitalization, youth workforce development and veterans affairs.

JOB FUNCTIONS

The Executive Assistant manages the chief executive’s schedule, correspondence, records and logistics for a government of dozens of departments and agencies serving a large metropolitan population.

Calendar and Access Management

Manage the chief executive’s calendar, triaging requests from council members, department directors, state and federal officials, businesses, faith and civic groups, and residents against administration priorities.

Coordinate with the chief of staff and senior administration leadership to reserve time for policy work, budget sessions and council meetings.

Review event appearance requests submitted through the office’s online form and recommend acceptance, decline or a designee.

Prepare daily and weekly itineraries with briefing materials, talking points, attendee lists, addresses and travel times; adjust in real time as priorities shift.

Correspondence and Communications Support

Screen and route phone calls, email and mail, including constituent inquiries and citizen feedback forms, and track each item with the responsible department through resolution.

Draft letters, thank-you notes, condolences and responses for the chief executive’s signature.

Manage proclamation and certificate requests from intake through drafting, signature and delivery.

Support the communications team on press conferences, community events and emergency briefings.

Meetings, Events, and Logistics

Prepare materials for staff, cabinet and department director meetings and for council agenda items requiring the chief executive’s attention.

Coordinate logistics for administration initiatives and advisory council events.

Arrange local, state and out-of-town travel, and reconcile related expenses.

Records, Compliance and Office Administration

Maintain files in compliance with the Louisiana Public Records Law and the government’s retention schedules, and support timely responses to public records requests.

Process purchase requisitions, invoices and expense reports in accordance with government purchasing and finance policies.

Oversee office supplies, equipment and the front-office reception area; supervise interns or front-desk staff as assigned.

Emergency and Special Assignments

Support the chief executive during hurricanes, flooding and other emergencies, coordinating with the office of emergency preparedness and remaining available after hours.

Track action items from meetings and follow up with departments to meet deadlines.

Perform other duties and special projects as assigned by the chief executive.

QUALIFICATIONS

Required

Bachelor’s degree in public administration, business, communications or a related field, or an equivalent combination of education and experience.

5+ years of executive-level administrative support, including at least 2 years supporting a C-suite executive, elected official, or agency head.

Advanced proficiency in Microsoft 365 (Outlook calendar management, Word, Excel, Teams) and comfort learning new government systems.

Demonstrated discretion in handling confidential and sensitive information.

Valid Louisiana driver’s license and ability to travel throughout the parish.

Ability to pass a background check.

Preferred

Experience in a mayor’s office, governor’s office, legislative office or other public-sector executive office.

Working knowledge of Louisiana local government, council procedures and public records requirements.

Established relationships across the region’s civic, business, faith and community networks.

Experience supporting operations during hurricanes, floods or other emergencies.

Certified Administrative Professional (CAP) or a similar credential.

SKILLS AND COMPETENCIES

Judgment and discretion: Determines what reaches the chief executive, when and how; protects sensitive political, personnel and legal matters.

Political acumen without partisanship: Maintains equal professionalism with every council member, official and resident in a nonpartisan, high-visibility office.

Organization under pressure: Manages competing and shifting priorities without missing commitments.

Written and verbal communication: Writes polished correspondence in the chief executive’s voice and communicates calmly with concerned residents.

Service orientation: Connects constituents to the right department quickly and follows through to resolution.

Fiscal stewardship: Operates within a constrained budget and follows government purchasing rules.

Community knowledge: Knows the neighborhoods, institutions and leaders across the parish.

TO BE CONSIDERED

To be considered, please submit your resume. All inquiries and applications will be held in strict confidence. The client’s identity will be shared with qualified candidates as the search progresses.