Office Manager/Executive Assistant

John H. Carter Co. Inc; Baton Rouge (LA); On-site; USD 65,000 - 85,000; Full time

Job summary

John H. Carter Co. Inc.

is seeking an experienced administrative professional to support the President and executive officers. The role encompasses scheduling, travel arrangements, and handling confidential communications, with responsibility for coordinating annual events, board meetings, and executive correspondence. The position also includes managing meeting logistics, preparing materials, and acting as a backup for reception and expense reporting tasks, while supervising administrative

Qualifications

• 5+ years of executive-level administrative experience, preferably supporting C-suite or senior leadership.
• Experience coordinating corporate events, meetings, and communications.
• Strong scheduling, travel arrangements, and board/committee support.

Responsibilities

• Plan and coordinate internal and external meetings, including annual kick-off, bi-annual reviews, and committee gatherings.
• Prepare presentation materials and manage executive communications.
• Manage board room bookings, catering, and equipment; coordinate travel for executives.
• Respond to live chat and draft/ distribute executive communications and meeting materials.
• Provide backup for switchboard operations and handle expense reports via Concur.
• Provide basic administrative support to the President and executive officers, including file maintenance and staff supervision.

Job description

• 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
• 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.
• 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.

Travel Required

Yes . Limited

Required Experience

• 5 years: Experience coordinating corporate events, meetings, and communications.
• Significant executive-level administrative experience may be accepted in lieu of a degree.
• 5 years: Executive-level administrative experience, preferably supporting C-suite or senior leadership.

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.