Senior Executive Assistant to the CEO

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.