ADMINISTRATIVE ASSISTANT 5 (EXECUTIVE OFFICE)

Louisiana; New Orleans (LA); On-site; USD 50,000 - 70,000; Full time

Job summary

The Port of New Orleans seeks a Chief of Staff Executive Assistant to provide essential support to the Chief of Staff and Board of Commissioners. This role encompasses administrative duties, project management, and communication tasks within a dynamic port authority environment, offering exposure to executive leadership and strategic initiatives.

Benefits

Medical / Dental / Vision Insurance

Health Savings Account (HSA)

Flexible Spending Account (FSA)

Life Insurance options

Long Term Disability Plan

State of Louisiana LASERS pension program

Deferred Compensation Plan (457 plan) with employer match

Paid Louisiana State Holidays

Wellness Center access

Ship Shape Wellness Program

Qualifications

• Four years of experience in administrative services.
• Highly organized and detail-oriented.
• Strong communication and problem-solving skills.

Responsibilities

• Manage complex calendars and prepare meeting materials.
• Provide administrative support to the Chief of Staff.
• Coordinate logistics for board meetings and prepare minutes.

Skills

Communication

Project Management

Problem Solving

Job description

PNO-895-052225-AP

Our Mission

To drive regional economic prosperity by maximizing the flow of international trade and commerce as a modern gateway.

About the Port of New Orleans (Port NOLA)

The Port of New Orleans (Port NOLA) is a dynamic and vital economic engine for the state of Louisiana and the Gulf Coast region. As a deepwater multi-modal port, Port NOLA facilitates global trade through its efficient infrastructure and strategic location. We are committed to driving economic growth, fostering community partnerships, and operating with excellence in all our endeavors.

Position Overview

We are seeking a highly organized, proactive, and detail-oriented Chief of Staff Executive Assistant to provide crucial administrative and operational support to the Chief of Staff and the Board of Commissioners. This role requires exceptional judgment, discretion, and the ability to manage complex tasks in a fast-paced environment. The ideal candidate will be a highly resourceful individual with strong communication and problem-solving skills, capable of anticipating needs and working independently. This position offers a unique opportunity to gain exposure to the executive leadership and strategic initiatives of a major port authority.

Port NOLA offers competitive benefits that prioritize safety, health and wellness for our employees. Employees have access to the following benefits:

• Medical / Dental / Vision Insurance
• Health Savings Account (HSA)
• Medical and/or Dependent Care Flexible Spending Account (FSA)
• Life Insurance options
• Long Term Disability Plan
• State of Louisiana LASERS state pension program
• Deferred Compensation Plan (457 plan) with employer match
• Paid Louisiana State Holidays; and paid Annual and Sick Leave
• Wellness Center located in the Port Administration Building
• Ship Shape Wellness Program

AN IDEAL CANDIDATE WILL POSSESS THE FOLLOWING COMPETENCIES:

Selected Core Competencies:

• Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.
• Managing Projects: The ability to initiate, plan, execute, manage, and close-out all project goals within the established timeline.
• Thinking Critically: The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion.

Selected Preferred Competencies:

• Acting with Ethics and Integrity: The ability to be consistent, honest, and a trustworthy steward of State resources.
• Adapting to Change: The ability to adjust plans, expectations, and behaviors in response to change.
• Demonstrating Self-Awareness: The ability to manage your personality, behavior, skills, and emotions.
• Displaying Professionalism: The ability to recognize how your actions impact the perceptions of both you and your organization.
• Managing Time: The ability to control your time to increase effectiveness, efficiency, or productivity.
• Solving Problems: The ability to discover solutions to problems.
• Thinking Strategically: The ability to generate insights and identify opportunities for future growth of the organization.

No Civil Service test score is required in order to be considered for this vacancy.

To apply for this vacancy, click on the “Apply” link above and complete an electronic application, which can be used for this vacancy as well as future job opportunities. Applicants are responsible for checking the status of their application to determine where they are in the recruitment process. Further status message information is located under the Information section of the Current Job Opportunities page.

*Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.*

For further information about this vacancy contact:

Ashanti Perkins

Port of New Orleans / Human Resources

P.O. Box 60046

New Orleans, LA 70160

504-528-3274

Four years of experience in administrative services.

EXPERIENCE SUBSTITUTION:
Every 15 semester hours earned from an accredited college or university will be credited as six months of experience. The official job specifications for this role, as defined by the State Civil Service, can be found here .

Responsibilities

• (40%) Executive Support:
  • Provide comprehensive administrative support to the Chief of Staff, including managing complex calendars, scheduling meetings and appointments, coordinating travel arrangements (domestic and international), and preparing agendas and meeting materials.
  • Assist the Chief of Staff in tracking and managing strategic projects and initiatives, ensuring deadlines are met and deliverables are on schedule. This may involve gathering information, preparing reports, and following up on action items.
  • Conduct research and gather information on relevant topics to support the Chief of Staff's initiatives and decision-making.
  • Act as a primary point of contact for internal and external stakeholders on behalf of the Chief of Staff, screening calls, responding to inquiries, and drafting professional correspondence.
• (10%) Office Management:
  • Oversee the efficient operation of the Chief of Staff's office, managing supplies, equipment, and other administrative needs.
  • Assist with special projects and initiatives as assigned by the Chief of Staff, which may include event planning, data analysis, and process improvement.
  • Handle sensitive and confidential information with the utmost discretion and professionalism.
• (50%) Commissioners Management:
  • Preparing agendas: Often in collaboration with the Board Chair and/or CEO. This includes gathering relevant information and ensuring all necessary items are included.
  • Scheduling meetings: Coordinating dates, times, and locations for board and committee meetings, and sending out meeting notices and reminders.
  • Preparing and distributing board materials: Compiling and sending out agendas, reports, financial statements, and other relevant documents to board members in advance of meetings.
  • Taking minutes: Accurately recording the proceedings, key discussions, decisions, and action items of board and committee meetings.
  • Preparing and distributing minutes: Drafting minutes promptly after meetings for review and approval by the board.
  • Tracking action items: Following up on tasks assigned during meetings to ensure completion.
  • Ensuring quorum: Confirming that the required number of board members are present for meetings.
  • Managing logistics: Handling any logistical arrangements for meetings, such as room booking, catering, and technology.