Executive Administrative Assistant

AirPro Diagnostics is the leader in providing diagnostic solutions to the automotive repair industry. Our customized OEM Remote Scanning and Calibration Solutions provide live diagnostics through a cloud-based data management suite "Orion". Our rapid growth has already created many career opportunities and will continue to do so for many years to come. 

Job Summary:

The Executive Administrative Assistant will work collaboratively and demonstrate a high level of professionalism and confidentiality as they effectively interact with senior staff, internal and external customers at all levels of the organization.

Responsibilities:

• Providing administrative assistance, such as producing general correspondence reports, writing, and editing e-mails and memos, and preparing communications on the executive’s behalf, and company newsletters.
• Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters.
• Organizes and maintains information that may be sensitive confidential or technical in nature.
• Collaborates with the Executive Leadership Team and organizers strategy for trade show requirements.
• Prepares and manages trade show budgets while negotiating contracts with marketing team.
• Secures the venue, plans the layout, and liaise with vendors to determine booth requirements.
  
• Coordinating the logistical requirements for timely deliveries to trade show venues.
  
• Organizes travel arrangements. Reserves transport and accommodations taking into consideration executive preferences cost and timing implications. Ensures that executives have necessary travel tickets confirmations and itineraries.
• Maintaining comprehensive and accurate records; audits for discrepancies and reconciles issues as appropriate. 
• Performing minor accounting duties; completes business expense claims promptly and follow up on reimbursements if necessary.
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary; resolves meeting conflicts and handles reschedules to accommodate more urgent time sensitive requests.
• Creates company newsletters and other communications.
• Creates and maintains lists files and databases to enhance efficiency and productivity.
• Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department.
• Covers telephones and takes accurate written messages and notes.
• Manages incoming mail and correspondence.
• Performs additional responsibilities as assigned.

Education/Experience Requirements:

• 5 years of direct executive/C-Suite support
• Bachelor’s degree or equivalent experience supporting the C-Suite
• Strong verbal and written communication skills
• Strong proficiency of Microsoft Office applications (Excel is a must)
  
• Attention to detail is vital in this role.

Knowledge, Skills, and Abilities:

• Adhere and support AirPro Diagnostics quality of service and business tenets
• Positive attitude possessing a professional communications style and presence of self
• Self-motivated, results oriented; able to accomplish multiple assignments simultaneously
• Ability to communicate on all levels
• Strong analytical, problem solving and decision-making, adaptable, flexible
• Strong attention to detail communicating and reporting; follow up and follow through
  

AirPro Diagnostics is Proud to be an Equal Employment Opportunity Employer.