Summary
Provide highly personalized and professional support to the Executive Director of the Louisiana Gateway Port dba Plaquemines Port Harbor and Terminal District.
The Special Assistant will assist in the management of and facilitate the workflow of the Office of Executive Director and C-Suite.
Provide support to the ED in the management of the administrative functions of the agency.
Administrative Duties:
Manage daily calendar for the ED; coordinate meeting agendas and oversee all arrangements for meetings including travel, briefing materials, presentations, and resources.
Build and facilitate relationships with the Board of Commissioners, Staff, and others as needed and assigned by the ED. Interface with internal and external stakeholders with professionalism and efficiency.
Coordinate and schedule client and partner meetings and various recurring Board, Committee, staff and client meetings both on and off-site, including meals, travel, conference room needs, etc.
Assemble Board meeting packets, attend meetings as needed, take accurate and complete minutes assigned.
Facilitate written and verbal, internal and external communications from and to the ED.
Assess and prioritize invitations and appearance requests that require the attention of the ED. Assign coverage of events, meetings, appearances that do not require the attention of the ED to the appropriate member of the executive or management team.
Independently respond to or assign to the appropriate member of the executive and management team issues and requests that do not require the direct attention of the ED.
Coordinate complex and sensitive information flow among senior executives to facilitate decision making at the highest level of the organization.
Maintain strict confidentiality of extremely sensitive personal, financial and employee information.
Perform general office duties including, but not limited to placing, receiving, routing phone calls, managing incoming mail and email, filing, photocopying, faxing, and maintaining files and records.
Complete special projects as assigned.
Other duties as assigned.
Qualifications:
4 years' experience in a supporting role to a Senior Executive or similar professional experience.
Excellent written and verbal communication skills; must be a quick, concise writer, able to write in a direct, effective manner reflecting the style of the ED.
Professional phone manners.
Ability to work in a demanding environment.
Ability to maintain confidentiality, work independently and exercise substantial discretion and judgment.
Highly organized, meticulous, ability to establish priorities and adapt as they change.
Ability to work some weekends and evenings.
Demonstrated proficiency with Microsoft Office Suite products.
Four-year college degree.
Job Duties and Responsibilities
• Maintains a thorough understanding of relevant parochial legislation, and other relevant regulations or policy affecting port operations.
• Supports the ED with strategic priorities by monitoring progress on special projects and initiatives and annual renewals and certifications.
• Works with the CAO to establish and maintain strong management processes.
to ensure agency representatives are well prepared and thoroughly briefed for meetings, and clear direction is obtained from the ED for staff at all levels to implement.
• Develops and maintains positive collaborative relationships with employees, community
groups, stakeholders, contractors, consultants, residents, and government bodies on behalf of the ED and in collaboration with the CAO and Director of Communications.
• Assists CEO, CAO, and other members of the executive team to execute plans to address legal, public relations, and other complex issues as they arise, managing risk to the port's operations, finances, and reputation.
• Daily oversight of established strong process to implement annual strategic priorities with the CEO and members of the executive team including.
• Coordinates and owns the annual calendar setting process for the ED, members of the executive team and the agency.
• Collects and presents research on issues as required for the ED.
• Remains apprised of, and advises the ED on issues that impact the port
including, intergovernmental relations, trends in municipal government, emerging
issues, and risks.
• Fosters effective working relationships based on mutual respect, a collaborative
approach to decision-making and accountability to colleagues and the community.
• Review, develop, and implement methods, standards, scheduling, and reporting systems
for the effective delivery of services by the EDs office and the executive team.
• Performs such other duties as assigned by the ED.
Qualifications
Bachelor's degree in public administration, business management or a related field, combined with a minimum of seven to ten years' experience.
Excellent leadership and administrative skills that inspire and motivate staff to perform at their best.
Elevated level of expertise with scheduling, presentation development, speech writing in support of the ED.
Adherence to exacting standards of confidentiality.
Project management knowledge.
High level of proficiency in using Microsoft Office Suite, project management tools, and the ability to learn new technology as required.