Executive Administrative Assistant

We are looking to place a Senior Executive Assistant on a 5-year project at a Federal Agency headquartered in New Orleans, LA. McNeal Professional Services, Inc. is a 25-year national Staffing Services firm. We offer a comprehensive benefits package that include medical, dental, vision, STD, LTD, and Life Insurance. Join our great team today!

If interested and available, please reply with an updated Word version of your resume and salary requirements. Job Description:

CLIENT has the need for skilled contractor personnel to provide executive support for the agency’s Executive Director, and to assess and provide administrative process solutions related to the administrative operations of the office. The contractor will manage the executive calendar, provide executive support as needed, and be engaged in assignments supporting the office staff and agency administrative requirements. This includes but is not limited to providing oversight and daily management of CLIENT office functions, managing the Executive Director’s calendar and travel, including representing the Executive Director in communications with outside entities, keeping upper management apprised of critical service status, organizing office operations by analyzing requirements and developing efficient standard operating procedures, controlling correspondence, designing record filing systems, reviewing supply requirements requisitions, and assigning and monitoring clerical functions.

Qualifications

Minimum two (2) years of experience supporting an executive, including managing complex scheduling with internal and external participants, coordinating travel arrangements, and handling daily administrative tasks.

● Excellent oral and written communication skills for effectively exchanging information and conveying ideas and concepts to a variety of stakeholders.

● Proven experience in file/records management, specifically organizing and filing relevant documents for the supported executive.

● Proficient in using a personal computer and business software, with demonstrated experience in GSuite.

● Experienced in managing executive assistant needs, including staffing, developing, routing, and verifying correct information, particularly related to travel.

● Demonstrated ability and willingness to receive training and direction.

● Capable of reading and interpreting general procedural guidelines.

● Must possess at least a Bachelor’s Degree.

Tasks

Primary Task 1 – Executive Functions:

1. Manage the Executive Director's and agency calendars, including monitoring milestone dates, coordinating agency management calendars, scheduling meetings for the Executive Director, supporting agenda preparation, and coordinating follow-up actions.

2. Provide travel support for the Executive Director via the government travel system, encompassing booking complex itineraries, establishing and maintaining a regular travel schedule for member visits, and offering other required travel assistance.

3. Assist agency leadership with the periodic coordination and scheduling of Council meetings, including coordinating schedules among diverse senior state and federal officials.

4. Provide note-taking and other necessary meeting support for periodic large group gatherings.

5. Provide office support for internal staff meetings and Council meetings held in the New Orleans (NOLA) area, ensuring proper preparation of the physical space and necessary materials, including audiovisual support for hybrid meetings.

6. Support the Council’s Freedom of Information Act (FOIA) process.

7. Event planner experience. Execute meeting preparation tasks, including distributing invitations, agendas, and pre-reading materials.

8. Maintain the staff office area, ensuring the availability of necessary supplies for agency staff.

9. Other administrative tasks as assigned.

Primary Task 2 - Purchase Card & Administrative Support

• Procurement and Financial Support: Coordinate all purchase requests, manage the purchase process (including approvals and receipt verification), and assist with credit card plan updates and purchase mechanism documentation.
• Training Plan Management: Develop and maintain the annual training plan, track staff progress and completion dates, and update Google Training Forms as needed.
• Compliance Monitoring: Ensure staff compliance with training requirements, send necessary reminders, and append the annual training plan with completion records for audit purposes.
• General Administrative Support: Provide support for Council administrative processes as required.

Ability to pass a Federal Security Background Check Required

Job Types: Full-time, Contract

Pay: $70,000.00 - $76,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Experience:

• High-volume transaction: 2 years (Required)
• Purchasing Card: 1 year (Required)
• Training Plan Maintenance: 1 year (Required)
• working directly with C-Level Suite: 2 years (Required)
• calendar management: 2 years (Required)
• Records management for executives: 2 years (Required)
• meeting prep: 2 years (Required)
• FOIA support: 1 year (Preferred)

Work Location: In person