Office Manager/Executive Assistant

John H. Carter Company, Inc.•St. George, LA

15h

About The Position

This role serves as a key support function for the company, managing various administrative, communication, and event coordination tasks. The Office Manager/Executive Assistant will be responsible for ensuring smooth office operations, supporting executive officers, and contributing to employee engagement initiatives. This position requires strong organizational skills, excellent communication abilities, and the capacity to handle multiple responsibilities effectively.

Requirements

Proficiency in Dialpad (Phone system) administration.
Ability to work closely with the IT Department.
Experience with call reporting and providing metrics.
Experience responding to and assigning live chat requests.
Strong drafting, proofreading, and distribution skills for executive communications.
Ability to serve as backup for incoming company emails.
Experience reviewing and approving vendor invoices and purchases.
Experience ordering office supplies, business cards, and other printed materials.
Experience planning and executing employee events and dinners.
Experience planning and executing trips.
Experience ordering and distributing awards and gifts.
Ability to serve as backup for scheduling for After Hours first/co-responders.
Experience serving as primary point of contact for an answering service.
Ability to provide basic administrative assistance to executives, including scheduling and travel arrangements.
Experience coordinating and managing correspondence, including email monitoring and customer inquiries.
Ability to maintain confidential files, documents, and correspondence.
Supervisory experience.
Ability to provide backup coverage for switchboard operations.
Ability to perform additional administrative or special projects.
Ability to handle requests from co-workers.
Experience using a check scanner for deposits.
Experience processing expense reports through Concur.

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.
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.
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.
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.
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.