Executive Assistant

John H. Carter Company, Inc.•Metairie, LA

23d

About The Position

The Executive Assistant will provide high-level administrative assistance to the President, including scheduling, calendar management, travel arrangements, and expense reporting. This role also involves supervising assigned administrative staff, managing communications, coordinating meetings and events, supporting employee engagement initiatives, handling operational reporting, managing customer and vendor relations, providing emergency and after-hours support, and performing general administrative duties. The Executive Assistant will maintain confidential files and assist with special projects as assigned.

Requirements

High-level administrative assistance skills
Proficiency in scheduling and calendar management
Experience with travel arrangements
Experience with expense reporting (Concur mentioned)
Ability to coordinate and manage correspondence
Email monitoring skills
Supervisory experience
Accurate maintenance of schedules, workloads, and time sheets
Ability to monitor and distribute company emails and website inquiries
Ability to respond to and assign live chat requests
Drafting, proofreading, and distributing executive communications
Maintaining internal digital communication tools
Meeting and event planning and coordination skills
Experience preparing presentation materials
Ability to compile meeting statistics and follow-up reports
Managing meeting room reservations
Coordinating employee recognition initiatives
Planning and executing company events
Assembling and distributing company cards
Maintaining and distributing sales reports
Tracking and compiling survey data, employee feedback, and departmental statistics
Supporting training coordination
Assisting with product recall, safety, and compliance notifications
Managing onboarding communications
Coordinating distribution of customer communications
Reviewing and approving vendor invoices and purchases
Maintaining scheduling for After Hours first/co-responders
Serving as a primary point of contact for scheduling adjustments
Providing backup coverage for front desk and switchboard operations
Maintaining confidential files, documents, and correspondence
Performing additional administrative or special projects

Responsibilities

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.
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.
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.
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.
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.
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.
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.
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.