Assistant to the Chief of Staff

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Job Posting Title:

Assistant to the Chief of Staff

Position Type:

Professional / Unclassified

Department:

LSUPBRC ExD - Administration (Matthew Gil Rachleff (00273998))

Work Location:

LSU - Pennington Biomedical

Pay Grade:

Professional

Job Description:

Pennington Biomedical Research Center, a world-renowned academic research institute of Louisiana State University, is seeking an Assistant to the Chief of Staff in Baton Rouge, Louisiana.

The Assistant to the Chief of Staff plays a pivotal role in ensuring the smooth and efficient operations of the Office of the Chief of Staff. This dynamic position provides high-level administrative, organizational, and project management support in a fast-paced, confidential environment. Serving as a trusted partner, the Assistant manages complex schedules, coordinates high-priority projects, facilitates communication across departments, and anticipates the needs of the Chief of Staff to keep strategic initiatives moving forward. This role requires exceptional judgment, attention to detail, and the ability to manage multiple priorities with professionalism, discretion, and a proactive mindset.

Major Responsibilities

• Provide executive-level administrative and operational support to the Chief of Staff, ensuring the smooth coordination of daily activities.

• Manage and prioritize the Chief of Staff’s calendar, scheduling high-level internal and external meetings, engagements, and events.

• Prepare meeting materials, including agendas and presentations; record and distribute minutes; track and follow up on action items.

• Coordinate complex travel arrangements and accommodations, ensuring compliance with institutional policies and budget requirements.

• Draft, edit, and manage correspondence, reports, presentations, and other key documents with accuracy and professionalism.

• Maintain organized electronic filing systems for official documents, records, and procurement files.

• Facilitate the Chief of Staff’s engagement with center leaders, government officials, and industry partners on strategic initiatives.

• Manage and advance special projects from concept to completion, ensuring timelines and deliverables are met.

• Perform additional duties to support the Chief of Staff and the institution’s strategic priorities.

• Flexibility to work occasional evenings or weekends to meet critical deadlines.

Required Qualifications

• Bachelor’s degree from an accredited institution, or equivalent combination of education and relevant experience.

• Minimum of three (3) years of progressively responsible administrative or executive support experience.

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and strong skills in document preparation.

• Excellent organizational and time-management skills with the ability to manage multiple priorities under tight deadlines.

• Strong written and verbal communication skills, with attention to detail and accuracy.

• Proven ability to exercise discretion and maintain confidentiality.

Preferred Qualifications

• Experience supporting senior executives or leadership teams in a fast-paced environment.

• Familiarity with project management practices and tools.

• Experience coordinating high-level meetings, events, and travel logistics.

• Strong relationship-building skills with stakeholders such as government officials, industry leaders, or institutional partners.

Pennington Biomedical Research Center (PBRC) is an equal employment opportunity employer and serves as a model employer for individuals with disabilities.

Additional Job Description:

Competencies:

None

Special Instructions:

Interested candidates should include a resume and a list of three (3) professional references to the online application. Professional references should be the name, title, company, and contact information from past employers. Professional references should include current or previous supervisors and/or coworkers. Personal references should not be considered for the reference check process. We will respect the request that we not contact a current employer. However, we will need to contact a prior supervisor if such a request is made.

A letter of application/cover letter is recommended but not required. Official transcripts are required prior to hire and are not required at the time of application.

Posting Date:

September 26, 2025

Closing Date (Open Until Filled if No Date Specified):

October 13, 2025

Additional Position Information:

Pennington Biomedical is located within state-of-the-art research facilities on a 222-acre campus in Baton Rouge, Louisiana. For more information, visit PBRC.

Questions regarding career opportunities at Pennington Biomedical should be sent to [email protected].

Background Check - An offer of employment is contingent on a satisfactory pre-employment background check.

Essential Position (Y/N):

Pennington Biomedical Research Center/LSU is an Equal Opportunity Employer.

Contact Information:

Questions or concerns can be directed to PBRC Human Resources at 225-763-2776 or [email protected].