Orleans Parish Sheriff's Office
Executive Assistant Job at Orleans Parish Sheriff's Office in New Orleans
Orleans Parish Sheriff's Office, New Orleans, LA, United States, 70123
SUMMARY
The Orleans Parish Sheriff's Office (OPSO), New Orleans, Louisiana, provides the care, custody, control, and rehabilitation of inmates. We are committed to providing the highest level of service and security to the court systems, the execution of court mandates, and the protection of individuals' rights and freedoms. Our Mission will be achieved through innovative leadership and programs, as well as the dedication and diligence of our employees.
The Executive Assistant provides executive support in a one-on-one working relationship with the Executive Leader. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Executive Leader. The Executive Assistant also liaises with senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The incumbent must be creative and enjoy working within a mission-driven, results-driven, and community-oriented environment.
SALARY
The salary for the Executive Assistant position is commensurate with experience and will be aligned with an applicant's knowledge, skills, experience, certifications, and education requirements of the subject position. This position is exempt.
ROLES & RESPONSIBILITIES
Executive Support
• Completes a broad variety of administrative tasks for the executive team including: managing an extremely active calendar of appointments; and completing expense reports.
• Composing and preparing confidential correspondence.
• Arrange complex and detailed travel plans, itineraries, and agendas; and compile documents for travel-related meetings.
• Plans, coordinates, and ensures the executive leadership schedule is followed and respected.
• Provides "gatekeeper" and "gateway" roles creating win-win situations for direct access to the executive leader's time and office.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the executive leader, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the executive leadership office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with leadership to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Acts as a "barometer," having a sense of the issues taking place in the environment and keeping executive leadership updated.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for leadership, some of which may have organizational impact.
• Completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the executive leadership ability to effectively lead the organization.
• Prioritizes conflicting needs; handles matters expeditiously, and proactively, and follows through on projects to successful completion, often with deadline pressures.
• Follows up on contacts made by the Executive Leadership team and supports the cultivation of ongoing relationships
Leadership Support and Liaison
• Serves as the Executive Assistant liaison to the OPSO Executive Leadership team.
• Assists senior management with travel arrangements, lodging, and meal planning as needed.
• Maintains discretion and confidentiality in relationships with all leaders.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding leadership matters, including advance distribution of materials before meetings in electronic/paper format.
• Assists in coordinating the agenda of senior management team meetings and off-site, and all-staff meetings
• Facilitates cross-divisional coordination of travel and outreach plans.
• Edits and completes first drafts for written communications to external entities as it relate to the organization.
• Coordinates training for executive and administrative assistants across the departments.
Qualifications
• Strong organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with senior management, including staff, external partners and community.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity.
• Highly resourceful team player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
• Forward-looking thinker, who actively seeks opportunities and proposes solutions.
Education and Experience Requirements
• Bachelor's degree required
• Strong work tenure: 3 to 5 years of experience supporting C-Level Executives,
• Experience and interest in internal and external communications, partnership development, and community engagement.
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms.
• The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
• The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
The Orleans Parish Sheriff's Office (OPSO), New Orleans, Louisiana, provides the care, custody, control, and rehabilitation of inmates. We are committed to providing the highest level of service and security to the court systems, the execution of court mandates, and the protection of individuals' rights and freedoms. Our Mission will be achieved through innovative leadership and programs, as well as the dedication and diligence of our employees.
The Executive Assistant provides executive support in a one-on-one working relationship with the Executive Leader. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Executive Leader. The Executive Assistant also liaises with senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The incumbent must be creative and enjoy working within a mission-driven, results-driven, and community-oriented environment.
SALARY
The salary for the Executive Assistant position is commensurate with experience and will be aligned with an applicant's knowledge, skills, experience, certifications, and education requirements of the subject position. This position is exempt.
ROLES & RESPONSIBILITIES
Executive Support
• Completes a broad variety of administrative tasks for the executive team including: managing an extremely active calendar of appointments; and completing expense reports.
• Composing and preparing confidential correspondence.
• Arrange complex and detailed travel plans, itineraries, and agendas; and compile documents for travel-related meetings.
• Plans, coordinates, and ensures the executive leadership schedule is followed and respected.
• Provides "gatekeeper" and "gateway" roles creating win-win situations for direct access to the executive leader's time and office.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the executive leader, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the executive leadership office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with leadership to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Acts as a "barometer," having a sense of the issues taking place in the environment and keeping executive leadership updated.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for leadership, some of which may have organizational impact.
• Completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the executive leadership ability to effectively lead the organization.
• Prioritizes conflicting needs; handles matters expeditiously, and proactively, and follows through on projects to successful completion, often with deadline pressures.
• Follows up on contacts made by the Executive Leadership team and supports the cultivation of ongoing relationships
Leadership Support and Liaison
• Serves as the Executive Assistant liaison to the OPSO Executive Leadership team.
• Assists senior management with travel arrangements, lodging, and meal planning as needed.
• Maintains discretion and confidentiality in relationships with all leaders.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding leadership matters, including advance distribution of materials before meetings in electronic/paper format.
• Assists in coordinating the agenda of senior management team meetings and off-site, and all-staff meetings
• Facilitates cross-divisional coordination of travel and outreach plans.
• Edits and completes first drafts for written communications to external entities as it relate to the organization.
• Coordinates training for executive and administrative assistants across the departments.
Qualifications
• Strong organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with senior management, including staff, external partners and community.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity.
• Highly resourceful team player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
• Forward-looking thinker, who actively seeks opportunities and proposes solutions.
Education and Experience Requirements
• Bachelor's degree required
• Strong work tenure: 3 to 5 years of experience supporting C-Level Executives,
• Experience and interest in internal and external communications, partnership development, and community engagement.
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms.
• The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
• The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.