Office Manager/Executive Assistant

John H. Carter Website•Baton Rouge, LA

About The Position

The Office Manager/Executive Assistant will be responsible for a wide range of administrative and operational tasks to ensure the smooth functioning of the office and provide high-level support to the President and executive officers. This role involves meeting and event coordination, telephone system administration, communication management, customer and vendor relations, employee engagement, emergency support, and general administrative duties. The position also includes supervising administrative staff and handling confidential information.

Requirements

Experience in meeting and event coordination.
Experience with phone system administration (Dialpad preferred).
Ability to work closely with IT departments.
Experience in communication and information management.
Skills in drafting, proofreading, and distributing communications.
Experience in customer and vendor relations.
Ability to review and approve invoices and purchases.
Experience in planning and executing employee events.
Experience in providing executive support, including scheduling and travel arrangements.
Ability to manage confidential files, documents, and correspondence.
Supervisory experience.
General administrative support skills.
Experience with switchboard operations.
Experience with check deposit procedures.
Experience processing expense reports through Concur.

Responsibilities

Plan and coordinate internal and external meetings, including annual kick-off, bi-annual business reviews, committee gatherings, and clerical department meetings.
Prepare presentation materials for meetings.
Manage board room reservations, ensuring necessary materials, catering, and equipment are arranged.
Serve as the primary point of contact for adding/deleting users in the Dialpad phone system.
Send out Dialpad equipment and troubleshoot hardware issues.
Work closely with the IT Department on phone system changes or upgrades.
Examine call reporting and provide metrics of phone calls as requested by Sales Managers and/or the Executive Team.
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, monitoring and distributing them 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 materials.
Plan and execute annual employee events, including ESOP announcement, crawfish boil, holiday luncheons, President’s Council Dinner, and President’s Council Trip.
Order and pick up 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 the primary point of contact for the answering service.
Communicate any changes and research/work any issues from the daily report.
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.
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.