Senior Executive Assistant, Facilities Management
$50,000–$60,000 year
On-siteCentral, Louisiana, United States
Job Summary
Manage the executive calendar for the Vice President of Facilities Management, prioritizing meetings, travel, and appointments while preparing correspondence, reports, and briefing materials. Coordinate communications between leadership, campus departments, vendors, and governmental agencies, resolving administrative issues with discretion and diplomacy. Assemble Board agenda packages for the District Board of Trustees, track action items, and ensure timely follow-up on contract approvals and submission deadlines. Lead administrative workflows for capital improvement projects, deferred maintenance, and strategic initiatives, while maintaining official executive files and document control systems in compliance with college records retention policies.
Required Qualifications
- Associate degree
- Seven years of general administrative support, office, or related experience
- Three years at the executive/office management level
- Experience in a higher education setting
- Demonstrated ability to provide executive-level administrative support in a fast-paced, complex organization
- Exceptional organizational, planning, and project coordination skills
- Excellent written and verbal communication skills
- Strong attention to detail
- Ability to exercise discretion and maintain confidentiality with sensitive information
- Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and Adobe Acrobat
- Experience preparing executive reports, presentations, Board agenda materials, and professional correspondence
- Knowledge of records management, filing nomenclature, document control practices, version control, and records retention requirements
- Experience maintaining contract files, construction documents, capital project documentation, and executive records
- Familiarity with procurement, contract administration, and Board governance processes
- Ability to coordinate multiple priorities while meeting strict deadlines with minimal supervision
- Ability to establish productive working relationships with executive leadership, faculty, staff, consultants, contractors, governmental agencies, and external stakeholders
- Experience using enterprise management systems such as Workday, OnBase, Archibus, or similar business and document management platforms
- Valid driver's license (implied by travel requirements)
- Ability to work weekends and vary schedule (implied by 'Weekends/Varies' in work schedule)
Desired Qualifications
- Bachelor's degree
- Experience using enterprise management systems such as Workday, OnBase, Archibus, or similar business and document management platforms (preferred)
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