Office Manager/Executive Assistant

Summary

The Office Manager / Executive Assistant provides basic administrative and operational support to the President and executive team. This role is responsible for managing communications, coordinating meetings and company events, supervising administrative staff, and maintaining essential reports and records. The Executive Assistant ensures the smooth and efficient operation of the executive office and serves as a trusted liaison between leadership, employees, and external partners.

Essential Duties

Meeting & Event Coordination

• Plan and coordinate internal and external meetings, including the annual kick-off meeting, bi-annual business reviews, and committee gatherings, and conduct Baton Rouge clerical department meetings.
• Prepare presentation materials, such as the annual President's Council Bios/Photos for Meeting.
• Manage board room reservations and ensure necessary materials, catering, and equipment are arranged.

Telephone Administrator

• Serve as primary point of contact to add/delete users in Dialpad (Phone system).
• Send out Dialpad equipment and troubleshoot hardware issues as needed
• Work closely with the IT Department on any changes or upgrades to our phone system
• Examine call reporting as needed
• Provide metrics of phone calls at the request of Sales Managers and/or the Executive Team

Communication & Information Management

• Respond to and assign live chat requests from the company website.
• Draft, proofread, and distribute executive communications, announcements, and meeting materials.
• Serve as backup for incoming company emails; monitor and distribute accordingly

Customer & Vendor Relations

• Review and approve vendor invoices and purchases related to office supplies, travel, and special events.
• Order business cards, envelopes, letterhead, forms, and other printed material.

Employee Engagement & Recognition

• Plan and execute annual employee events including the ESOP announcement and crawfish boil, and holiday luncheons.
• Plan and execute annual President's Council Dinner.
• Plan and execute annual President's Council Trip.
• Order and pickup Retirement Awards.
• Receive and distribute Employee Anniversary Gifts.

Emergency & After-Hours Support

• Serve as backup for weekly and annual scheduling for After Hours first/co-responders, ensuring adequate coverage.
• Serve as primary point of contact for our answering service. Communicate any changes and research/work any issues from daily report.

Executive Support

• Provide basic administrative assistance to the President and executive officers, including scheduling and travel arrangements.
• Coordinate and manage correspondence, including email monitoring, internal announcements, and customer inquiries directed to executive offices.
• Maintain confidential files, documents, and correspondence for the President and executive officers.
• Supervise assigned administrative staff, ensuring schedules, workloads, and time sheets are accurately maintained.

General Administrative Support

• Provide backup coverage for switchboard operations as needed.
• Perform additional administrative or special projects as assigned by the President and executive officers.
• Handle any and all requests from co-workers.
• Deposit checks received using the check scanner.
• Review, prepare, and process expense reports for the office credit card through Concur.

Education and/or Work Experience

• Associate or bachelor's degree in business administration, Communications, or a related field preferred.
• Significant executive-level administrative experience may be accepted in lieu of a degree
• 5+ years of executive-level administrative experience, preferably supporting C-suite or senior leadership.
• Experience coordinating corporate events, meetings, and communications.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools such as Teams and Smartsheet.

Travel

Limited travel required

For a complete understanding of this opportunity, and what will be required to be a successful applicant, read on.

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. xhyhwjd 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.

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