Executive Assistant

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 Metairie office credit card through Concur.
• 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.

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.