Executive Assistant

Executive Assistant Position

Loadstar, The Greater Baton Rouge Business Report's 2026 Company of the Year, is creating a new Executive Assistant position to support two of Loadstar's principal leaders. This will be a dynamic and challenging role in one of Louisiana's most promising new companies. It offers significant responsibility, influence, and visibility both internal and external.

Loadstar services the refining, chemical, and marine transportation industries. As Louisiana's first Certified Evergreen company, we are committed to private ownership and long-term growth. The company has twice been recognized as a Best Place to Work, and received multiple awards for safety, performance, and customer service.

We seek someone who is exceptionally smart and polished, with drive, curiosity, and creativity to support a high-performing team that moves fast. He or she will need to work both independently and collaboratively to get things done. High emotional intelligence, attention to detail, excellent written and verbal skills, a refreshing sense of humor, and a bright, positive outlook are essential.

We want someone who shares our values including hard work, family, and fun. Experience is a plus, but we are open to candidates from a variety of backgrounds.

Job Summary

Executive Assistant to the VP of Marine Operations / Business Development and the VP of In-Plant Operations. Requires administrative, planning, organizational, interpersonal, and communication skills. Responsibilities include calendar management, travel coordination, expense reporting, preparation of executive summaries and reports, and support for customer presentations and proposals.

This role also coordinates select personal scheduling to keep business and personal calendars aligned. The Executive Assistant is expected to exercise independent judgment and maintain strict confidentiality, as this position regularly handles sensitive business, personnel, financial, and customer information.

Job Requirements & Qualifications

• Bachelor's degree preferred; an equivalent combination of education and experience will be considered.
• Experience as an Executive Assistant or senior administrative professional supporting senior leadership, preferably in an operations, industrial, or logistics environment is preferred.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) required; experience with expense/travel platforms (e.g., Concur) and HCM systems (e.g., Dayforce) a plus.
• Strong written and verbal communication skills, with demonstrated ability to prepare polished executive summaries, reports, and customer-facing materials.
• High level of discretion, professionalism, and sound judgment in handling confidential business and personal information.
• Excellent organizational skills with the ability to manage competing priorities across two executives and a fast-changing operating environment.
• Comfortable interfacing with customers, executives, and executives' family members with professionalism and tact.
• Must possess a valid driver's license and have reliable transportation.

Job Duties & Responsibilities

• Manage complex, frequently changing calendars for both VPs, coordinating internal meetings, customer visits, and site travel.
• Arrange and manage all travel logistics (flights, lodging, ground transportation) for both executives.
• Coordinate personal scheduling and calendar alignment with each VP's spouse, ensuring business and personal commitments are properly reflected and communicated.
• Prepare executive summaries, briefing documents, and reports for leadership and customer meetings.
• Support the preparation of customer presentations, proposals, and other business development materials.
• Process and reconcile expense reports accurately and on schedule.
• Draft, proofread, and manage business correspondence and communications on behalf of both executives.
• Record and distribute meeting minutes and follow-up action items.
• Serve as a liaison between the two VPs, their teams, other departments, and external customers.
• Maintain organized filing systems for contracts, correspondence, and executive records.
• Exercise discretion in handling confidential HR, financial, customer, and operational information.
• Coordinate logistics for internal meetings and events, including leadership meetings, customer visits, and offsites.
• Perform other duties as assigned by the VPs or executive team.
• Contribute positively to the Loadstar culture and uphold its values.

Physical Requirements

• Speak fluent English, and write, read, hear, and see well enough to perform essential job functions.
• Stand, walk, sit, and reach with arms and hands throughout the workday.
• Occasionally lift and/or move up to 25 pounds.

Working Conditions

• Office setting at Loadstar's Baton Rouge corporate office; minimal routine travel.
• Because Loadstar's marine and in-plant operations run 24/7, occasional availability by phone outside standard business hours may be required.

Cognitive and Physical Demands

• Daily/majority of the day: sitting, computer work, screen time, keyboarding, and other repetitive movements.
• Daily/consistent: exercising professional judgment in alignment with Company values and policies; communicating effectively verbally and in writing; translating high-level instructions into an executable process; completing medium to large projects with minimal assistance and supervision.
• Frequently: learning new software applications and recalling important processes.
• Occasionally: kneeling, standing, reaching, twisting, grasping, and lifting (up to 20 pounds).

Employee Benefits

• Medical, dental, and vision insurance
• 401(k) with a company match
• Paid vacation, sick pay, and holidays
• Short and long-term disability insurance
• Life insurance
• Training and development programs

Loadstar is an Equal Opportunity employer. Qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law. Loadstar is a veteran-friendly company. Previous military experience and proven ability to follow procedures a plus.