Executive Assistant & Office Manager

REPORTS TO: Executive Director

Position Summary

The Executive Assistant & Office Manager serves as a staff member at will of the New Orleans BioInnovation Center, Inc. In that capacity, the Executive Assistant & Office Manager is primarily responsible for providing direct assistance to the Center’s Executive Director, supporting the Administrative, Commercialization, and BioFund offices, and for general oversight of onsite, virtual office and CRM management. Establishes and promotes a reputation for integrity, honesty, and reliability by demonstrating sound personal and business ethics and strong values.

Essential Duties & Responsibilities

  • Priority 1: Executive Director
  • Manage the Executive Director’s calendar, schedule meetings, and record meeting minutes.
  • Manage telephone calls and email correspondence on behalf of the Executive Director.
  • Support the Executive Director’s grant/donor relations efforts by managing correspondence and updating appropriate information to the CRM database.
  • Book travel arrangements for the Executive Director and Stakeholder travel trips.
  • Review and analyze inquiries and requests for the Executive Director and determine appropriate course of action. Respond to routine requests.
  • Manage Monday workflow & collaborative software for ED & leadership team.
  • Schedule Board meetings, maintain contact information, meeting minutes and other Board materials within the Board files and archives.
  • Priority 2: Administration
  • Responsible for day-to-day office operations and establishing and implementing office procedures.
  • Maintain the Center’s master calendar for shared spaces, conference rooms, and public hours of operation in conjunction with the Community Manager.
  • Update general phone messaging, and field general calls and emails for the Center.
  • Distribute mail and maintain an orderly mail process for the Center’s tenants.
  • Order office supplies.
  • Assist with staff member gatherings, trainings and activities, and the Center’s events.
  • Coordinate donor-related events led by senior staff and the Community Manager.
  • Support office admin interns as necessary
  • Assist Accountant and Grants Manager with ad-hoc projects as necessary.
  • Priority 3: Human Resources
  • Support the new hire onboarding process by creating user accounts, setting up workstations, updating contact lists and managing new hire packets.
  • Priority 4: Collaboration
  • Act as the primary liaison with external IT consultants including phones, printers, computers, and general office software.

Other Duties & Responsibilities

Other Duties/Responsibilities: Other assistance, as designated by the Executive Director, to support the overall goals of the department and organization. Management retains the right to add or change duties and/or responsibilities at any time.

Supervisory Responsibilities: None.

Budgetary/Fiscal Responsibilities: None.

Responsibility for Confidentiality: The nature of this position requires safeguarding against the release of confidential and proprietary information of the Center.

Contact with Others: This position will interact with managers at all levels and staff members across the organization, in addition to members of external organizations and the public.

JOB REQUIREMENTS/EXPERIENCE

Education: College degree preferred or any equivalent combination of education and/or experience.

Experience: Requires minimum of 2 years experience as an executive assistant. Experience with customer service and nonprofit organizations is strongly preferred. References and background check required.

Knowledge, Skills, and Abilities:

Proven computer skills including Microsoft Office and G Suites are necessary.

Requires excellent organizational skills, written and oral communication skills, technical knowledge, attention to detail, and ability to prioritize work and tasks. Requires adaptability to produce and meet deadlines in a fast-paced, multi-task and changing environment, and the ability to work as part of a team. Must have the ability to handle sensitive information with diplomacy.

Schedule Availability: Days.

Licenses/Certifications: None.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by a staff member to successfully perform the essential functions of this job. Reasonable accommodations may be made upon request to enable individuals with disabilities to perform the essential functions.

Ability to speak, understand, and communicate in English effectively, in person and in writing. Ability to hear adequately in person and by phone, in personal and group settings.

Ability to work with, and process information from, a variety of individuals and media (e.g. computers, projected images, printed materials), and sitting and/or standing up to 6 hours per day.

Mobility necessary to access various offices and a wide variety of meeting and museum settings. Mobility necessary to perform a variety of tasks that involve standing, walking, sitting, stooping, kneeling, bending and twisting, occasionally climbing stairs or using an elevator, possibly reaching chest high and overhead for materials.

Ability to reach for, move and/or lift up to 15 pounds and the use of hands to finger, handle, or feel objects, tools, or controls.

DEPARTMENT: Administration/Operations
STATUS: Full-Time
COMPENSATION: Competitive Salary Commensurate with Experience

FLSA CATEGORY: Exempt

Pay: $55,000.00 – $65,000.00 per year

Benefits:

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Paid time off
  • Vision insurance

Schedule:

  • 8 hour shift

Ability to commute/relocate:

  • New Orleans, LA 70112: Reliably commute or planning to relocate before starting work (Required)

Experience:

  • Office manager: 2 years (Required)
  • Customer service: 2 years (Preferred)
  • Nonprofit: 2 years (Preferred)
  • Executive Assistant: 2 years (Preferred)

Work Location: One location

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