Office ManagerExecutive Assistant

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 Presidents 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 Presidents Council Dinner.
• Plan and execute annual Presidents 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.

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

Required Experience:

IC