Office Manager/Executive Assistant

• 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.

If you wish to become an approved agency to assist us in our employment efforts, please submit your request to careers@johnhcarter.com.