Executive Support Specialist

Job Summary: The Executive Support Specialist (ESS) plays a vital role in providing operational & administrative support to the COO ensuring the smooth operation of the COOs office by managing various administrative support functions. This position provides exemplary technical clerical administrative communication and strategic support across multiple departments under the COOs supervision for Lighthouse operations and services. The ESS anticipates the needs of the COO optimizes the operations of the COOs office and is their principal executive-level staff assistant/advisor providing information research communications management and well-informed recommendations to support issues that may arise in the COOs purview. The ideal candidate will be able to multitask prioritize tasks manage tasks efficiently and have a keen eye for detail. The ESS upholds the confidentiality of sensitive information while always maintaining professionalism.

JOB RESPONSIBILITIES

The ESS will be responsible for the following core job duties:

1. Administrative Support: Provide comprehensive direct administrative support to the COO by maintaining monitoring and synchronizing the COOs calendars preparing documentation & briefings and coordinating office activities. Work closely and effectively with the COO to keep them well informed of upcoming commitments and responsibilities following up appropriately. Manage all records and documentation for the COOs office in the appropriate electronic format or filing system. Prioritize conflicting needs. manage all matters expeditiously proactively and follow-through on projects to successful completion often with deadline pressures. Provide a gatekeeper and gateway role creating win-win situations for direct access to the COO.
2. Receptionist Support: Answer phones and route calls to the appropriate staff. Provide guidance and support to customers visitors and business partners who contact visit or do business with the COOs office to ensure successful operations and collaborations with external partners.
3. Travel Support: Manage the COOs travel plans by making all travel arrangements well in advance and monitoring closely for any changes that may be needed. Assist the COO to attend offsite meetings and events as needed including driving to events or arranging for transportation when needed.
4. Scheduling & Meeting Support: Plan coordinate and ensure the COOs schedule is followed and respected. Reserve conference rooms coordinate electronic appointments/invitations prepare meeting documents coordinate virtual meetings and document meeting discussions and notes. Brief the COO daily on schedules and updates as needed so they are punctual and adequately prepared for meetings.
5. Correspondence Management & Development: Compose quality and accurate written correspondence including reports letters notices instructions emails and documents for signature securing pertinent information and approvals as appropriate.
6. Confidentiality: Protect the confidential information disclosed during employment holding information in strict confidence and exercising a reasonable degree of care to prevent disclosure to others. Safeguard these items according to Lighthouse policies and procedures.
7. Special Projects: Manage and provide oversight for low-level agency specific projects. Provide periodic status reports. Conduct research prepare reports findings and presentations on operational or service program issues on behalf of the COO to present facts and make suggestions to solve issues or make improvements to the Lighthouses service and operational platforms.
8. Other Administrative Support Functions: Manage complex administrative work including assigning tasks to other staff in the COOs chain of command and following up on their progress. Maintain office policies and procedures as directed.
9. Organizational Collaboration Support: Collaborate with other departments across the organization acting as a liaison to adequately support the COOs role. Conduct all business in a positive relationship-building manner at all times.
10. Other Duties: In the absence of the Executive Management Officer provide support and assistance to the Presidents suite. Perform other duties as assigned by the COO.

JOB QUALIFICATIONS & REQUIREMENTS

1. Education: Associates degree or technical college certificate in business related field required. Bachelors degree in business administration/communications or related field preferred.
2. Special Knowledge/Skills: Excellent oral and written communication skills and presentation skills; Must be able to communicate complex subjects clearly; Ability to communicate well at all levels; Ability to organize and manage multiple projects simultaneously; Strong business acumen and professionalism; Outstanding people skills to build and cultivate relationships; Excellent leader who can work under pressure; Excellent computer and technology skills to advance objectives; Strong time management organizational skills and attention to detail; Ability to effectively manage projects.
3. Experience: Minimum of 2 years work experience providing administrative support to a high-level executive.
4. Supervisory Responsibility: None.
5. Physical: Able to review print & electronic materials navigate in the community lift a minimum of 25 pounds sit for extended periods and independently travel across regions.
6. Personality: Dependable confident motivated tech savvy respectful trustworthy organized detail-oriented personable; Able to maintain confidential information; Exemplifies integrity and professionalism.
7. Working Conditions: Inside office and community. Periodic travel required. Mileage reimbursement provided for travel to/from work-related appointments. Valid drivers license and clear driving record required with valid Louisiana insurance coverage.
8. Work Schedule: Full time/Non-Exempt 40 hours weekly some evening events and travel as needed.
9. Background Check and Drug Testing required: Employment is contingent upon satisfactory results.

This job description does not imply that these are the only duties to be performed. Upon request the employee in this position will perform such other tasks as required for the effective operation of the COOs office.

Accomplishments in these areas of responsibility will be the basis of the employees evaluation continuation of employment and change in compensation.

At Lighthouse Louisiana we are committed to the principles of equal employment. We comply with all federal state and local laws providing equal employment opportunities and all other employment laws and regulations. We are dedicated to the fulfillment of this policy regarding all aspects of employment including but not limited to recruiting hiring placement transfer training promotion rates of pay (and other compensation) termination and all other terms conditions and privileges of employment. In addition we take affirmative actions to recruit hire promote and retain veterans.