Executive Assistant

Executive Assistant

Job Category: Administrative Requisition Number: EXECU002736

Full-Time On-site Metairie, LA 70002, USA

Description

Essential Duties

Executive Support

• Provide high-level administrative assistance to the President, including scheduling, calendar management, travel arrangements, and expense reporting.
• Review, prepare, and process expense reports for the President and Metairie office credit card through Concur.
• Coordinate and manage correspondence, including email monitoring, internal announcements, and customer inquiries directed to executive offices.
• Supervise assigned administrative staff, ensuring schedules, workloads, and time sheets are accurately maintained.

Communication & Information Management

• Monitor and distribute incoming company emails and website inquiries to appropriate departments, ensuring timely responses.
• Respond to and assign live chat requests from the company website.
• Draft, proofread, and distribute executive communications, announcements, and meeting materials.
• Maintain internal digital communication tools including bulletin boards, digital signage, and After Hours/TCC web pages.

Meeting & Event Coordination

• Plan and coordinate internal and external meetings, including TCC meetings, business reviews, and committee gatherings.
• Schedule and organize company events such as luncheons, training sessions, and employee appreciation activities.
• Prepare presentation materials, such as the monthly TCC Huddle Deck, and compile meeting statistics and follow-up reports.
• Manage meeting room reservations and ensure necessary materials, catering, and equipment are arranged.

Employee Engagement & Recognition

• Coordinate employee recognition initiatives, including monthly birthday and anniversary cards, shareholder spotlight nominations, and gift card distribution.
• Plan and execute annual employee events including the ESOP announcement and crawfish boil, and holiday luncheons.
• Assemble and distribute company holiday and Christmas cards on behalf of the President and executive team.

Operations & Reporting

• Maintain and distribute daily and monthly sales reports by branch.
• Track and compile survey data, employee feedback, and departmental statistics for executive review.
• Support training coordination by scheduling sessions, maintaining attendance records, and distributing certificates.
• Assist with product recall, safety, and compliance notifications as directed by management.
• Manage onboarding communications for new Cardata drivers, including database updates and welcome packets.

Customer & Vendor Relations

• Coordinate distribution of customer communications, including price increase notifications, surveys, and product updates.
• Review and approve vendor invoices and purchases related to office supplies, travel, and special events.

Emergency & After-Hours Support

• Maintain weekly and annual scheduling for After Hours first/co-responders, ensuring adequate coverage.
• Serve as primary point of contact for adjustments, scheduling gaps, and related communication needs.

General Administrative Support

• Provide backup coverage for front desk and switchboard operations as needed.
• Maintain confidential files, documents, and correspondence for the President and executive office.
• Perform additional administrative or special projects as assigned by the President.

PLEASE NOTE: John H Carter Company is not accepting unsolicited assistance from search firms/employment agencies for this employment opportunity. Please, no phone calls or emails to any employee of John H Carter Company about this opening. All resumes submitted by search firms/employment agencies to any employee at John H Carter Company via-email, the Internet or in any form and/or method without a valid and executed search firm agreement in place for this position will be deemed the sole property of John H Carter Company; no fee will be paid in the event a candidate is hired by John H Carter Company as a result of the unsolicited referral or through other means.

If you wish to become an approved agency to assist us in our employment efforts, please submit your request to View email address on click.appcast.io.

Qualifications

Education

Preferred

Bachelors or better in Business Administration or related field.

Bachelors or better in Communication or related field.

Experience

Required

5 years:

5+ years of executive-level administrative experience, preferably supporting C-suite or senior leadership. Significant executive-level administrative experience may be accepted in lieu of a degree

Preferred

Experience coordinating corporate events, meetings, and communications.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.