Center for Planning Excellence: Confidential Assistant to the President and CEO

ABOUT THE ORGANIZATION
Center for Planning Excellence (CPEX) is a unique non-profit planning organization that provides planning and policy services, drives cross-agency and collaborative statewide planning initiatives and guides urban, rural, and regional planning and implementation in Louisiana. We provide best-practice planning models, innovative policy ideas, and technical assistance to communities that wish to create and enact a broad spectrum of plans, including master plans and those dealing with transportation and infrastructure needs, environmental issues, and healthy community design. CPEX brings together community members and leaders from across the state and provides guidance as they work toward a shared vision for future smart growth and sustainable development. CPEX continues to be on the cutting edge of climate, resilience, and healthy community design in Louisiana.

ABOUT THE ROLE
CPEX seeks a full- or part-time Confidential Assistant who will play a key role in administratively supporting the President & CEO. The Confidential Assistant will ensure that the President & CEO is comprehensively supported in daily activities. The ideal candidate is passionate about CPEX’s mission and is highly organized, proactive, and able to manage multiple tasks simultaneously. This role also requires discretion, professionalism, and attention to detail.

PRIMARY RESPONSIBILITIES
The responsibilities listed below are accompanied by a portion-of-workload percentage. Beneath each key responsibility, bulleted examples are provided to further clarify how the responsibilities manifest in fulfillment of the position’s requirements.

Calendar Management (~25% of effort)
● Schedule and coordinate internal and external meetings.
● Organize and assist in prioritizing the President & CEO’s schedule, ensuring that time is allocated effectively.
● Manage and resolve scheduling conflicts, ensuring that key meetings and events are attended.
● Organize and support both internal and external meetings, conferences, and events.
● Ensure the logistics for meetings (e.g., virtual room booking, physical meeting space booking, technical equipment) are in place.

Communication Support (~25% of effort)
● Supports correspondence between the President & CEO and internal/external stakeholders.
● Organize correspondence, including emails, phone calls, and mail, ensuring timely responses.
● Draft, proofread, dictate, and send communications on behalf of the President & CEO.

Document Management (~15% of effort)
● Maintain and organize ongoing documents used to fulfill responsibilities of role.
● Assist in preparing presentations, reports, and other documents as requested.
● Ensure confidentiality and security of sensitive information.

Travel Coordination (~15% of effort)
● Plan and organize domestic and international travel arrangements, including flight bookings, accommodations, and transportation.
● Create detailed itineraries and provide travel support as needed.
● Fulfill expense report and reimbursement requirements affiliated with travel.

Relationship Management (~10% of effort)
● Anticipate needs and preferences, offering proactive support to the President/CEO.
● Represent the CPEX team in a professional manner during all communications.

General Administrative Support (~5% of effort)
● Coordinate administrative duties that may arise while performing other tasks listed in Primary Responsibilities.
● Maintain a filing system of relevant documentation, which primarily includes digital organization and accessibility.

Other CPEX Duties (~5% of effort)
● Participation in weekly staff meetings.
● Track and submit time and expenses.

KEY COMPETENCIES
● Professionalism: Ability to interact positively and professionally with individuals at all levels of the organization.
● Proactiveness: Anticipates needs and takes initiative without requiring constant supervision.
● Confidentiality: Demonstrates discretion and maintains confidentiality of sensitive information.
● Adaptability: Able to thrive in a dynamic, fast-paced work environment.
● Team Collaboration: Works effectively with team members and leadership.

DESIRED SKILLS AND QUALIFICATIONS
The following skills and qualifications represent our ideal candidate.
● Excellent writing, organizational, and time management skills.
● Strong communication skills, both written and verbal in both a virtual environment.
● High attention to detail and accuracy.
● Proficiency with office software (Microsoft Office, Google Suite, etc.) and knowledge of office management systems.
● Ability to handle confidential information with discretion.
● Ability to multitask and adapt to changing priorities.
● Strong problem-solving skills and the ability to work independently.
● Passion for CPEX’s mission and a deep commitment to equity and sustainability.

ADDITIONAL DETAILS
● The Confidential Assistant will work closely with and report to the President & CEO.
● Location: CPEX offers this as a fully remote position and offers a flexible work environment. The applicant must reside in the United States.
● Compensation: The Confidential Assistant can either be a part-time, hourly position, or a full-time, salaried position with a competitive benefits package. Salary for a full-time position ranges from $50,000- $60,000, commensurate with the successful candidate’s level of experience. The hourly rate for a part-time position would be commensurate.
● Application Requirements: Applicants must submit a resume and a cover letter to Macey Williams at [email protected] and must be authorized to work in the United States. Qualified candidates will be invited to participate in virtual interviews starting January 1, 2025, on an ongoing basis and the position will remain open until filled.

DIVERSITY, EQUITY, AND INCLUSION AT CPEX
CPEX is committed to advancing diversity, equity, and inclusion and we aspire to do so intentionally, in every aspect of our work. We recognize that sustainable prosperity and community resilience cannot be realized in the absence of equity and inclusion for all Louisiana residents, and we strive to lift up all voices in our efforts to ensure that all Louisianans are included in the decisions that impact their communities, region, and state. CPEX is committed to integrating DEI into the fabric of our organization and our work, from our internal culture to how we partner with communities to how we use our resources, and we are continually seeking ways to expand our impact and improve our performance on these measures. A successful candidate will be equally committed to these goals and values.