Job Description

Job Description

Summary

The Executive Assistant provides high-level administrative and operational support to the President and executive team. This role is responsible for managing communications, coordinating meetings and company events, supervising administrative staff, and maintaining essential reports and records. The Executive Assistant ensures the smooth and efficient operation of the executive office and serves as a trusted liaison between leadership, employees, and external partners.

Essential Duties

Executive Support

• 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 office.
• 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.

Communication & Information Management

• 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.

Meeting & Event Coordination

• 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.

Employee Engagement & Recognition

• 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.

Operations & Reporting

• 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.

Customer & Vendor Relations

• 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.

Emergency & After-Hours Support

• 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.

General Administrative Support

• 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.

Education and/or Work Experience

• Associate or bachelor’s degree in business administration, Communications, or a related field preferred.
• Significant executive-level administrative experience may be accepted in lieu of a degree
• 5+ years of executive-level administrative experience, preferably supporting C-suite or senior leadership.
• Experience coordinating corporate events, meetings, and communications.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools such as Teams and Smartsheet.

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 careers@johnhcarter.com.

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