Administrative Assistant 5-OCOS-Ops

State of Louisiana; Baton Rouge (LA); On-site; USD 40,000 - 60,000; Full time

Job summary

State of Louisiana in Baton Rouge seeks an Administrative Assistant 5 to support the Office of the Chief of Staff- Operations. You will manage calendars, prepare briefing materials, and coordinate cross-division information flow to ensure timely responses to leadership and external stakeholders.

You will join a mission-driven team supporting educational priorities and maintaining discretion with confidential information in a fast-paced government setting.

Qualifications

• Four years of experience in administrative services.
• Experience supporting executive leadership and managing calendars, communications, and high-priority requests.
• Knowledge of state government operations or related agencies is a plus.
• Strong written and verbal communication skills with diverse stakeholders.
• Proven ability to manage multiple tasks with accuracy in a fast-paced environment.

Responsibilities

• Provide high-level administrative support to the Chief of Staff, including calendars and meetings.
• Coordinate information flow across divisions to ensure timely responses.
• Prepare and distribute correspondence, reports, and briefing materials for leadership.
• Support agency-wide initiatives and operational activities tied to education priorities.
• Maintain organized systems for tracking requests, deadlines, and processes.
• Handle sensitive information with discretion and professionalism.

Skills

Communication

Calendar management

Discretion

Executive support

Multi-tasking

Tools

Microsoft Office

Outlook

Excel

Teams

Job description

Location

This position is located in Baton Rouge, LA

Office of Chief of Staff- Operations

At the Louisiana Department of Education, the Office of the Chief of Staff drives organizational effectiveness by coordinating operational functions and ensuring the agency’s work aligns with statewide education priorities. Our mission is to support every child’s success by fostering a high-performing, service-oriented organization that delivers clear, timely, and accessible information to educators, families, policymakers, and the public.

We’re seeking an Administrative Assistant 5 to join this fast-paced, mission-driven team. Reporting directly to the Chief of Staff, this role is a central point of connection across the agency, providing accurate and timely information on all LDOE services, initiatives, and programs to internal staff, BESE, the Legislature, local education agencies, other state partners, and the public.

This opportunity is ideal for a detail-oriented professional who excels at communication, coordination, and anticipating organizational needs. As part of a team that advises, manages, and oversees key operational priorities, you’ll play a vital role in supporting effective and responsive operations that advance educational outcomes statewide.

Applicants with the following experience are encouraged to apply:

• Experience supporting executive-level leadership, including managing complex calendars, communications, and high-priority requests.
• Strong written and verbal communication skills, with the ability to clearly relay information to diverse internal and external stakeholders.
• Knowledge of state government operations or experience working with BESE, the Legislature, or education agencies.
• Proven ability to manage multiple tasks in a fast-paced environment while maintaining accuracy and attention to detail.
• High level of professionalism and discretion in handling sensitive or confidential information.
• Proficiency with Microsoft Office Suite and collaboration tools (e.g., Outlook, Word, Excel, PowerPoint, Teams)

Candidates with the following skills and competencies are encouraged to apply:

• Accepting Direction: The ability to be open and willing to follow guidance or instructions.
• Demonstrating Accountability: The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.
• Following Policies and Procedures: The ability to follow, reinforce, adapt, or develop policies and procedures to maintain compliance with federal and state legal requirements, State Civil Service rules, and organizational policies.
• Leveraging Technology: The ability to use digital tools, systems, and emerging technologies to improve efficiency and effectiveness.
• Managing Resources: The ability to manage financial, physical, and contractual resources to ensure compliance and maximize business value.

Experience Requirements

Four years of experience in administrative services.

Every 15 semester hours earned from an accredited college or university will be credited as six months of experience.

Job Specifications

The official job specifications for this role, as defined by the State Civil Service, can be found here.

Job Duties

• Provide high-level administrative support to the Chief of Staff, including managing calendars, scheduling meetings, organizing documents, and prioritizing communication needs.
• Coordinate the flow of information across divisions to ensure timely, accurate responses to inquiries and requests.
• Prepare, review, and distribute correspondence, reports, and briefing materials for leadership and external stakeholders.
• Assist in organizing and supporting agency-wide initiatives, meetings, and operational activities aligned with LDOE’s education priorities.
• Maintain organized systems for tracking requests, deadlines, and key operational processes to support efficient day-to-day workflow.
• Handle sensitive and confidential information with discretion and professionalism at all times.

Position-Specific Details

Appointment Type: Probational or Promotional. The person hired for this position is expected to regularly report to the Baton Rouge office. Current permanent classified state employees may be required to accept a probationary appointment, if selected.

Career Progression: This position does not participate in a Career Progression Group

Work Schedule: Workdays are Monday - Friday; work hours will be determined.

Compensation: The salary offered will be determined based on qualifications and experience.

Note regarding the advertised pay range: The maximum amounts listed are the maximum salary amounts a person can make over their career and not the maximum amount we are allowed to pay a new hire.

Equal Opportunity

Louisiana is a State As a Model Employer (SAME) that supports the recruitment, hiring, and retention of individuals with disabilities.