Executive Assistant

John H. Carter Website • Metairie, LA

21h

About The Position

The Executive Assistant will provide high-level administrative support to the President, managing schedules, travel, expenses, and correspondence. This role also involves supervising administrative staff, coordinating communications, planning meetings and events, managing employee engagement initiatives, handling operational reporting, maintaining customer and vendor relations, and providing emergency/after-hours support. The Executive Assistant will also perform general administrative duties and special projects as assigned.

Requirements

• High-level administrative assistance to the President
• Scheduling, calendar management, travel arrangements, and expense reporting
• Processing expense reports through Concur
• Managing correspondence, email monitoring, internal announcements, and customer inquiries
• Supervising administrative staff
• Monitoring and distributing company emails and website inquiries
• Responding to and assigning live chat requests
• Drafting, proofreading, and distributing executive communications
• Maintaining internal digital communication tools
• Planning and coordinating internal and external meetings
• Scheduling and organizing company events
• Preparing presentation materials and compiling meeting statistics/reports
• Managing meeting room reservations
• Coordinating employee recognition initiatives
• Planning and executing annual employee events
• Assembling and distributing company holiday and Christmas cards
• Maintaining and distributing daily and monthly 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 for new drivers
• Coordinating distribution of customer communications
• Reviewing and approving vendor invoices and purchases
• Maintaining scheduling for After Hours first/co-responders
• Serving as primary point of contact for After Hours scheduling adjustments
• Providing backup coverage for front desk and switchboard operations
• Maintaining confidential files, documents, and correspondence
• Performing additional administrative or special projects as assigned

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed