Full-time Executive Assistant, Louisiana Organ Procurement Agency

01Description

Job Title: Senior Executive Assistant to the CEO

02Department: Administration

Reports to: Chief Executive Officer

03Exemption: Non-Exempt

Location: Covington, Louisiana

04Position 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.

05Essential 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.

06Board & 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.

07Chief 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.

08Requirements

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.

09Organizational Expectations

Embody LOPA’s core values and contribute to a respectful, accountable, team-oriented culture.

Complete required training and SOP reviews on time.

10Work 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.

11Work 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.

12Education 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.

13Knowledge, 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.