Meeting & Event Coordination • 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. Telephone Administrator • 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 Communication & Information Management • 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 Customer & Vendor Relations • 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. Employee Engagement & Recognition • 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. Emergency & After-Hours Support • 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. Executive Support • 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. General Administrative Support • 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. PLEASE NOTE: John H Carter Company is not accepting unsolicited assistance from search firms/employment agencies for this employment opportunity. Please, no phone calls or emails to any employee of John H Carter Company about this opening. All resumes submitted by search firms/employment agencies to any employee at John H Carter Company via-email, the Internet or in any form and/or method without a valid and executed search firm agreement in place for this position will be deemed the sole property of John H Carter Company; no fee will be paid in the event a candidate is hired by John H Carter Company as a result of the unsolicited referral or through other means. If you wish to become an approved agency to assist us in our employment efforts, please submit your request to [email protected].