EXECUTIVE ASSISTANT

State of Louisiana; Chauvin (LA); On-site; USD 40,000 - 65,000; Full time

Job summary

LUMCON, a program of the Louisiana Board of Regents, seeks an experienced executive assistant to support the Executive Director & Chief Scientist in Cocodrie, LA. The role focuses on calendar management, travel planning, confidential communications, and general administrative duties.

The ideal candidate will coordinate with staff, the academic community, students and external partners, prepare meeting materials, serve as secretary, and supervise 1–2 staff as directed, contributing to a

Qualifications

• Three or more years in an administrative role for an executive leader.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office.
• Strong organizational, project management, and multitasking abilities.
• Ability to handle confidential information with discretion.
• Exceptional time management and interpersonal skills.
• Friendly and professional demeanor.

Responsibilities

• Develop and coordinate a complex calendar of appointments, meetings, travel, and events.
• Safeguard confidentiality and manage communications with internal and external stakeholders.
• Prepare written documentation, screen correspondence, and draft responses.
• Organize meetings, prep materials, attend, and serve as recording secretary.
• Schedule domestic and foreign travel, build itineraries, and manage travel documents.
• Assist with development and distribution of outreach materials.
• Participate in planning committees for events and initiatives.
• Provide admin support for meetings, trainings, and professional development.
• Supervise 1–2 staff and maintain supplies.

Skills

Written and verbal communication

Microsoft Office

Organization

Project management

Discretion with confidential info

Time management

Interpersonal skills

Professional demeanor

Education

High school diploma or equivalent

College degree (preferred)

Tools

LaGov ERP

Canva

Dropbox

Google Drive

Job description

CONNECT|ENRICH|TRANSFORM

Executive Assistant

LUMCON is a program of the Louisiana Board of Regents serving as a statewide academic and research Consortium representing over 40 universities and colleges across Louisiana. LUMCON’s mission is to promote, facilitate and conduct research and education collaborations among Louisiana’s universities in marine and coastal sciences relevant to the sustainability of coastal and marine environments of the U.S. Gulf Coast.

LUMCON provides unparalleled opportunities in coastal, marine, and oceanographic science and education to the research community and public alike. Anchored by a first-rate marine laboratory, the DeFelice Marine Center, LUMCON is embedded in Louisiana’s dynamic wetland environment and conveniently located on a gateway to the open waters of the Gulf. LUMCON operates a world-class fleet of research vessels unmatched on the US Gulf Coast. In 2023, LUMCON expanded its programs through the opening of a maritime research and outreach facility (Blue Works) on the Maritime Campus in Houma. In 2025, a large boat slip and bulkhead project was completed on the Maritime Campus. We recently held the ground breaking for a new Marine Operations Center that will open in 2027 and a keel-laying for the state’s new flagship, 125-foot RV Pelican II, which will also be delivered in 2027.

LUMCON is seeking an experienced, reliable, and task-oriented executive assistant to support the Executive Director & Chief Scientist at LUMCON in Cocodrie, LA. The executive assistant works directly with the ED/CS and will be responsible for performing several administrative duties. The ideal candidate is highly self-motivated, professional, and capable of managing their work load and prioritizing tasks in a fast-paced environment.

MINIMUM QUALIFICATIONS

• Three or more years of experience in an administrative role supporting an executive level leader
• High school diploma or equivalent
• Excellent written and verbal communication skills
• Proficient in Microsoft Office
• Strong organizational, project management, and problem-solving skills with impeccable multi-tasking abilities
• Ability to work with and experience working with confidential information
• Exemplary time management and organizational skills, and the ability to recognize and anticipate the Executive Director’s needs
• Exceptional interpersonal skills
• Friendly and professional demeanor

IDEAL CANDIDATE/PREFERRED QUALIFICATIONS

• Preferred minimum of 4+ years of experience as an executive assistant reporting directly to senior management
• College degree
• Demonstrated experience in booking domestic and foreign travel
• Ability to become familiar with LUMCON-specific programs and software including LaGov ERP and Canva
• Communications experience to assist in developing materials for presentations, newsletters, reports, and other outlets
• Familiarity with online collaboration tools, e.g. file sharing, e.g. Dropbox and Google Drive
• Proficiency in collaboration and delegation of duties
• State service experience

ESSENTIAL DUTIES

Essential and other important responsibilities and duties may include, but are not limited the following:

• Facilitates the efficient utilization of the Executive Director’s time through development and coordination of a complex calendar of appointments, meetings, travel, internal and external engagements, and consortium and community events. Coordinates communications with staff, academic community, students, and faculty
• Safeguards the confidentiality of LUMCON’s administration by exercising discretion in communicating information to internal and external stakeholders
• Respond to requests for information requiring interpretation of departmental rules and regulations
• Composes and prepares written documentation and correspondences; screens and evaluates incoming and outgoing correspondences; and prepares responses as appropriate
• Organizes and facilitates meetings and regular check-ins; Prepares materials for these meetings, attend meetings, and serves as recording secretary of these meetings
• Advise ED/CS of time-sensitive and priority issues, ensuring appropriate follow up is arranged and scheduled
• Schedule and manage all domestic and foreign travel for the Executive Director, and others as needed, including: building itineraries, booking flights and accommodations, following state travelprocesses and polices, and submitting proper documentation in a timely manner. Serves as CBA accountholder for the travel card/CBA account for the executive director
• Assist with the development and coordination of recurring communications and outreach materials, ensuring timely distribution and alignment with institutional priorities
• Participate in institutional planning committees to support events, programs, and public-facing initiatives through administrative and logistical coordination
• Provides administrative support for college-wide meetings, trainings, and professional development programs
• Attend and participate in scheduled activities which includes Open House / Meet the Fleet events and required meetings
• Manages processes and ongoing projects and performs special projects as delegated by the Executive Director, but not limited to, research, reports, data analysis, and events
• Maintain an organized paper and electronic filing system
• Develop and sustain a culture of professionalism amongstaff and visitors
• Supervise 1-2 personnel as directed
• Maintain inventory of supplies

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

Contact Information

Kim Langlois

Employee Relations Specialist

[e-mail]

Board of Regents is a State as a Model Employer (SAME) agency that supports the recruitment, hiring and retention of individuals with disabilities. For more information on employment resources for individuals with disabilities, see the Louisiana Employment Resources Guide at http://www.laworks.net/Downloads/LRS/EmploymentResourceGuide_2018.pdf

The Louisiana Board of Regents seeks to recruit a highly productive and diverse workforce and will provide equal employment opportunities to all employees and prospective employees. Employment decisions shall be based strictly on merit and without regard to religious or political beliefs, sex, race, or any other non-merit factor.

Vacancy Information

This is an unclassified position.

This position is located in Cocodrie, LA.

Applications will be rejected if the applicant fails to meet the minimum qualifications, submits an incomplete application, or fails to apply by the closing date of the announcement. Resumeswillnot be accepted in lieu of an application listing complete work experience and education.

Please make every effort to attach a copy of your transcript or any other materials as outlined in the posting to your application if possible.