Dealership Administrative and Executive Assistant to CEO

This is not a traditional administrative assistant position.

You will have a front row seat as our team builds and operates in Automotive Retail, EV service, franchising, F&I, and private capital.

Our CEO is a dynamic, high energy and ambitious entrepreneur.

He moves quickly, manages multiple companies, creates opportunities, and has to communicate with employees, investors, lenders, attorneys, vendors, and business partners every day.

You are the CEO’s executive control center.

Your job is to make sure nothing important gets lost.

You will capture priorities, organize information, manage follow-up, prepare the CEO, track commitments, and make sure delegated requests are completed.

This opportunity is designed for someone who already understands the automotive world and wants to use their experience to help build something significant.

Your Mission

Make sure the CEO’s time, communication, priorities, commitments, and delegated requests are organized, tracked, followed through, and completed.

You are flying AirForce One, if you succeed we win. If you fail... we perish.

This role is for someone who understands that in the high stakes world of our CEO there is little room for error.

At any time, you should be able to clearly answer:

• What are the CEO’s top priorities?
• What needs his decision?
• What has been delegated?
• Who owns each assignment?
• What is due or overdue?
• What are we waiting for?
• What needs to be escalated?
• What has been completed?

What You Will Own - Executive Control Center

• Build and maintain one central system for the CEO’s priorities, projects, requests, deadlines, and follow-ups
• Capture every important commitment and assign an owner and deadline
• Track open items until they are fully completed
• Follow up persistently with employees, investors, lenders, attorneys, vendors, and partners
• Escalate missed commitments before they become problems
• Provide the CEO with a clear daily and weekly priorities report

Calendar and Inbox Management

• Manage a complex executive calendar
• Protect time for sales, fundraising, marketing, leadership, and strategic work
• Organize and prioritize incoming communications
• Draft emails and responses in the CEO’s voice
• Prepare agendas, documents, and background information before meetings
• Make sure the CEO enters every important meeting prepared

Business and Administrative Support

• Prepare spreadsheets, reports, presentations, letters, and executive documents
• Organize financial, legal, insurance, automotive, franchise, and investor information
• Coordinate meetings, interviews, travel, events, and leadership activities
• Research opportunities and summarize findings clearly
• Maintain organized digital files and confidential records
• Assist with selected personal administrative responsibilities

Cross-Company Follow-Through

• Coordinate priorities across Eco Auto, Eco Auto Franchises, F&I Direct, and related companies
• Work with company leaders to confirm assignments are understood and completed
• Track investor, lender, franchisee, legal, insurance, and dealership-related follow-ups
• Turn the CEO’s verbal requests and ideas into clear actions, owners, and deadlines
• Prevent important opportunities and responsibilities from falling through the cracks

Analytical and Technology Support

• Build and maintain Excel and Google Sheets trackers
• Prepare PowerPoint and Google Slides presentations
• Review numbers for accuracy and identify missing or inconsistent information
• Help organize operational and financial dashboards
• Use AI and modern technology to improve productivity, research, communication, and reporting
• Learn and use the company’s CRM, DMS, project-management, and communication systems

Social-Media Capture

This is a secondary responsibility, not the central function of the role.

• Capture short-form videos and behind-the-scenes business content
• Identify moments that could become useful founder or company content
• Organize photos, videos, and content ideas
• Coordinate with the marketing team to make sure content moves into production

Required Experience

• At least three years of meaningful automotive industry experience
• Strong understanding of dealership terminology and operations
• Experience supporting a CEO, dealer principal, owner, attorney, accountant, executive, private equity partner or senior leader
• Proven ability to manage multiple priorities without losing track of details
• Strong Excel, Google Sheets, PowerPoint, and Google Slides skills
• Strong written and verbal communication
• Experience working with confidential financial, employee, legal, or business information
• Strong comfort with numbers, reports, documents, and deadlines
• Ability to work in a fast-moving, founder-led environment
• Ability to work primarily in person in Tewksbury, Massachusetts

Candidates should already understand common automotive terms and workflows, including:

• VINs
• Deal jackets
• Sales and F&I
• Funding
• Titles and registrations
• Payoffs
• Trades
• Inventory
• Reconditioning
• Repair orders
• Front-end and back-end gross
• Dealership department responsibilities

We will teach you our companies and our systems. We are not looking to teach someone the fundamentals of the automotive business.

Highly Preferred Experience

Experience in one or more of the following areas is strongly preferred:

• Automotive dealership or dealer group
• Insurance agency or insurance administration
• Paralegal or legal administrative work
• Automotive finance or F&I
• Dealer accounting or dealership office management
• Fundraising, investor relations, lending, or private capital
• Franchise operations
• Executive operations or project management
• Supporting an entrepreneur with multiple businesses

You do not need to be an attorney, accountant, or investment professional. However, you should understand professional terminology, recognize important documents, ask intelligent questions, and know when something requires immediate attention.

The Right Person

You may be a strong fit if you:

• Naturally create order out of chaos
• Enjoy completing tasks and closing open loops
• Are calm, accurate, and dependable under pressure
• Can keep pace with a fast-moving entrepreneur
• Anticipate problems before they become emergencies
• Are comfortable respectfully pushing back on a CEO
• Can separate true priorities from distractions
• Do not need detailed instructions for every assignment
• Take ownership instead of waiting to be reminded
• Can move quickly without becoming careless
• Understand that writing something down is not the same as completing it
• Want responsibility, exposure, growth, and meaningful participation in the upside

This Position Is Not for Someone Who

• Needs a slow or highly predictable work environment
• Becomes overwhelmed when priorities change
• Waits to be told what to do next
• Frequently loses track of follow-ups
• Avoids numbers, spreadsheets, legal documents, or operational details
• Is uncomfortable holding people accountable
• Wants only a traditional nine-to-five administrative position
• Has no meaningful automotive industry experience

Compensation and Growth

The starting salary for this position is $60,000. Adjustable for experience. With additional profit sharing and performance bonuses based on merits.

The position also offers:

• Performance-based compensation growth
• Defined compensation reviews based on results
• Profit-sharing opportunity as the companies achieve agreed performance targets
• Direct access to the founder and CEO
• Exposure to automotive retail, EV service, franchising, F&I, fundraising, and private capital
• Long term opportunity to build with a long term thinker creating a lot of value in the market

This is an opportunity to bring the skills you already possess into a growing entrepreneurial organization and directly participate in the value you help create.

What Success Looks Like

Within the first 90 days:

• The CEO has one reliable control center
• Important requests and commitments are no longer being lost
• The calendar reflects the CEO’s highest-value priorities
• Meetings are properly prepared for
• You organize the CEO work, office, and digital life
• Get a hold of social media and provide thought leadership
• Follow-ups happen without the CEO having to remember them
• Leadership receives clearer communication
• Documents, numbers, and important information are easier to locate
• The CEO spends more time on sales, fundraising, marketing, relationships, and strategic growth

How to Apply

Please submit your résumé and a short explanation answering these three questions:

• What automotive experience do you have?
• Tell us about a time you created structure around a fast-moving executive or organization.
• What systems have you used to make sure requests and follow-ups were completed without anything being lost?

Generic applications that do not address the experience requirement will not be considered.

Pay: $60,000.00 - $75,000.00 per year

Benefits:

• 401(k)

Work Location: In person

Salary : $60,000 - $75,000