Office Manager/Executive Assistant at John H. Carter Company, Inc. in Baton Rouge, LA

Job description

• Description

Responsibilities

• 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.
• 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 careers@johnhcarter.com.

Requirements

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

Skills

Required

• Attention to detail
• Customer service orientation