Job Description

Job Description

POSITION TITLE: EXECUTIVE ASSISTANT

DEPARTMENT: EXECUTIVE

ACCOUNTABLE TO: PRESIDENT/CEO & EXECUTIVE VICE PRESIDENT

STATUS: FULL-TIME, EXEMPT

Primary Objective/Position Summary:

Provide administrative support to the President/CEO and Executive Vice President in the daily functions of the Executive Office by making logistical arrangements, performing clerical tasks, and coordinating and managing schedules. Will function as the point of contact among executives, staff, clients, member partners, external stakeholders and the hospitality leaders and perform other responsibilities or special projects as assigned. 

Major Areas of Accountability/Essential Duties:

• Prepare, organize, and provide general correspondence and various departmental reports on behalf of the Executive Office to efficiently facilitate operations of the office.

• Coordinate President/CEO & Executive Vice President’s travel arrangements and itineraries. Secure flight information, hotel accommodations, rental car, etc. Monitor voice mail messages, emails and regular correspondence during their travels and relay as necessary.

• Answer phones in the Executive Office. Take messages and assist callers with questions and/or issues. Screen calls as needed to optimize time.

• Process monthly credit card billing for the President/CEO & Executive Vice President via the Concur expense reporting system to ensure reconciliations and explanations are submitted in a timely manner to the Finance Department for payment. Prepare and submit all Executive personal expenses along with proper supporting documentation and receipts for reimbursement.

• Assist with processing invoices and other various documents as required by the Finance Department.

• Assist with the distribution of staff, board and member communications, etc.

• Schedule and coordinate various meetings as requested. Generate agendas, prepare materials, and secure space to ensure that meetings are well organized and efficient. Confirm appointments and update calendars on a daily basis. Coordinate personal and business calendars to avoid scheduling conflicts.

• Set up and coordinate various breakfast, lunch or dinner meetings and reservations and/or attendance at other engagements for the President/CEO & Executive Vice President as requested. Create any presentation materials, as needed.

• Assist in maintenance, organization, and stocking of supplies in the Executive Office area, as well as Board of Directors Conference Room and kitchen.

• Arrange dining reservations, transportation, accommodations (if needed) and other various activities for VIPs during large conventions or meetings, special events and sporting events such as Final Four, IPW, Jazz Fest, WWE etc.

• Schedule all speaking events, symposiums, and public appearances on behalf of the President/CEO and create any presentation material, as needed.

• Participate in and coordinate training of new team members and interns to the organization.

• Support the Executive Leadership Staff, as needed.

• Perform other responsibilities or special projects as assigned by the President/CEO, the Executive Vice President or Director of Executive Operations.

Education and/or Experience:

Associate’s degree or equivalent from two-year college or technical school; and three to five years related experience and/or training or equivalent combination of education and experience. Executive administrative support experience a plus.

Knowledge, Skills & Abilities:

• Proficient in Microsoft Office suite or similar. Knowledge of spreadsheets and database programs, desired. Prior experience with a CRM or data management system a plus.
• Strong problem-solving abilities, attention to detail and follow-through.
• Ability to manage multiple objectives simultaneously and prioritize appropriately.
• Possess excellent communication and interpersonal skills including the ability to speak effectively before groups of customers, members and/or employees of the organization.
• Ability to work well in a team environment.

Physical, Mental & Environmental Demands:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the experience, knowledge, skill, and/or ability required. Reasonable accommodation may be made upon request to enable individuals with disabilities to perform the essential functions of the job.

Position operates in several different environments, but predominantly in an office environment with prolonged periods of sitting or standing at a desk and working on a computer. Does not entail exposure to challenging or hazardous conditions. This position will require frequent weeknight and weekend assignments, often off-site, including occasional overnight stays. Ability to travel by airplane and operate a motor vehicle, or in lieu of a driver’s license, access to reliable transportation.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice and do not imply a contract of employment.

Responsibility for Work of Others: 1 – Seasonal Intern

ABOUT US:

New Orleans & Company is the official destination sales and marketing organization for New Orleans’ tourism industry representing over 1,100 member companies in the city’s hospitality community. Founded in 1960, our mission is to inspire, promote and encourage travel to our city for the economic, social and community benefit of New Orleans and its people. Our vision is to ensure New Orleans remains the most remarkable, unique and welcoming city in the world to live, work and visit. At New Orleans & Company our values are more than just words on a page. They guide everything we do; from the way we work with our members, partners and communities to the experiences we create for our visitors. We believe in trust, building genuine relationships that foster long-term partnerships. We value authenticity, striving to be true to ourselves and our city in all that we do. We embrace innovation, constantly seeking new and better ways to serve our stakeholders and enhance the visitor experience. Collaboration is at our core, recognizing that we are stronger together. We champion inclusiveness, creating a welcoming and accessible destination for all. Finally, we strive for excellence in all that we do, holding ourselves accountable to the highest standards of performance and service. These values define us and guide us, helping us to fulfill our vision of making New Orleans the most remarkable, unique and welcoming city in the world.

New Orleans & Company is committed to providing equal employment opportunities to all employees and applicants for employment. We do not discriminate against any individual on the basis of race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, or status as a covered veteran, in accordance with applicable federal, state, and local laws. We comply with all state and local laws governing non-discrimination in employment in every location where we have facilities. This policy applies to all aspects of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

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