Executive Assistant and Brand Coordinator

About the Role

Eco Auto is seeking an experienced Executive Assistant to support our CEO and leadership across our growing company in automotive retail, EV service, franchising, F&I, and private capital.

This is not an entry-level administrative position.

We are looking for someone who has already supported a busy executive, entrepreneur, or business owner and understands how to stay ahead in a fast-moving environment.

The right person will become a trusted extension of the CEO and the organization. You will manage the CEO’s calendar, inbox, follow-up, documents, applications, contracts, communications, and daily priorities.

You will also help Eco Auto consistently tell its story by identifying opportunities to capture company activity, promote our people, communicate our mission, secure media opportunities, and increase the visibility of the business.

Your job is simple:

Keep the CEO organized, make sure important work gets completed, and help the business communicate its story to the world.

Primary ResponsibilitiesCalendar Management

• Manage the CEO’s business and selected personal calendar
• Schedule meetings, calls, interviews, travel, and events
• Protect time for sales, fundraising, marketing, leadership, and strategic work
• Prevent scheduling conflicts and missed commitments
• Prepare the CEO for important meetings
• Anticipate scheduling needs before they become urgent
• Coordinate schedules with company leaders, employees, investors, lenders, attorneys, vendors, and business partners

Inbox and Communication Management

• Manage and organize the CEO’s email inbox
• Identify urgent, important, and routine communications
• Draft responses in the CEO’s voice
• Follow up with employees, investors, lenders, attorneys, vendors, and business partners
• Keep important messages from being overlooked
• Organize communications across multiple companies
• Maintain confidentiality and discretion at all times

Follow-Up and Follow-Through

• Capture every important request, commitment, and assignment
• Create clear owners and deadlines
• Track open items until they are completed
• Follow up persistently without needing reminders
• Escalate missed deadlines and unresolved issues
• Provide clear daily and weekly updates
• Make sure nothing important falls through the cracks
• Confirm completion instead of assuming an assignment was handled

Executive and Administrative Support

• Prepare and organize contracts, applications, letters, and business documents
• Complete forms, applications, and administrative submissions
• Coordinate signatures, supporting documents, and deadlines
• Organize legal, financial, insurance, investor, franchise, and company records
• Conduct research and summarize information clearly
• Prepare spreadsheets, reports, presentations, and meeting materials
• Maintain organized digital files through Google Workspace
• Assist with travel, expenses, events, and selected personal administrative responsibilities
• Support special projects across the companies

Business Visibility and Brand Communications

• Constantly look for opportunities to capture and communicate what is happening across the business
• Document company milestones, customer experiences, employee achievements, dealership activity, service operations, events, partnerships, and community involvement
• Help communicate EcoAuto’s mission, growth, expertise, and impact
• Identify stories that can be turned into social-media content, press opportunities, emails, videos, or company updates
• Maintain a consistent content and communications calendar
• Coordinate with company leaders and employees to gather useful stories, photos, updates, and results
• Help make the business more visible across social media, industry media, podcasts, events, and community channels
• Track basic engagement, inquiries, leads, and results generated through company communications

PR, Podcasts, and Media Outreach

• Research podcasts, media outlets, conferences, awards, events, and speaking opportunities
• Pitch Eco Auto, its leadership, and subject-matter experts for relevant opportunities
• Coordinate podcast interviews, media appearances, and speaking engagements
• Prepare company biographies, executive biographies, talking points, media kits, and background information
• Track outreach, responses, bookings, deadlines, and follow-up
• Develop relationships with podcast hosts, journalists, event organizers, community organizations, and industry contacts
• Help position EcoAuto as a leading voice in EV sales, service, battery repair, franchising, automotive innovation, and access to sustainable transportation

Content Capture and Distribution

• Capture short-form video, photos, interviews, customer stories, events, and behind-the-scenes business activity
• Recognize meaningful moments without always needing to be directed
• Record company leaders, employees, customers, vehicles, service work, and community activity when appropriate
• Perform simple video editing for social-media content
• Create straightforward graphics, captions, posts, and company updates
• Organize, label, and store footage so it can be easily found and reused
• Coordinate content approvals and publishing
• Repurpose one piece of content across multiple channels
• Make sure content moves from idea to capture, editing, approval, and publication
• Coordinate with outside specialists when advanced editing, design, or production is required

This person does not need to be a professional filmmaker, advanced graphic designer, or full-time marketing director.

They must be able to recognize a strong story, capture it cleanly, make simple edits, and ensure it gets published.

Required Qualifications

• At least five years of executive assistant, senior administrative assistant, or comparable experience
• Experience supporting a CEO, founder, entrepreneur, attorney, dealer principal, or senior executive
• Proven inbox and calendar-management experience
• Strong follow-up and project-tracking ability
• Excellent organization and attention to detail
• Strong judgment and discretion
• Excellent written and verbal communication
• Strong Google Workspace skills
• Strong Microsoft Office skills
• Comfortable with Excel, Google Sheets, PowerPoint, and Google Slides
• Comfortable learning and using AI tools
• Experience preparing contracts, applications, forms, or professional documents
• Ability to manage confidential legal, financial, employee, and personal information
• Ability to work quickly without becoming careless
• Ability to work primarily in person in Tewksbury
• Ability to adapt to changing priorities
• Comfortable capturing and performing basic edits on social-media content

Preferred Qualifications

• Experience supporting an entrepreneur with multiple companies
• Automotive dealership or automotive-industry experience
• PR, media outreach, or podcast-booking experience
• Business social-media or brand-communications experience
• Basic video-recording and editing skills
• Experience with Canva, CapCut, Adobe, or similar tools
• Experience in insurance, legal administration, paralegal work, fundraising, investor relations, or lending
• Familiarity with contracts, legal terminology, financial terminology, or investor communications
• Experience working in a fast-growing or founder-led company

The Right Person

You may be a strong fit if you:

• Naturally stay two steps ahead
• Enjoy creating order around a fast-moving executive and organization
• Remember details other people miss
• Follow through without needing to be reminded
• Learn the CEO’s habits, preferences, priorities, and communication style
• Can move between administrative work, communications, content, and executive support
• Are EXTREMELY organized
• Can keep track of a lot of things at the same time
• Are great at setting reminders
• Never miss a deadline
• Constantly notice opportunities to positively promote the business
• Understand that company storytelling should feel authentic rather than forced
• Are calm under pressure
• Are highly dependable
• Take ownership instead of waiting for instructions
• Want to grow alongside an entrepreneur and participate in the upside you help create

This Position Is Not for Someone Who

• Has never supported a busy executive
• Needs constant direction
• Frequently loses track of details
• Is uncomfortable managing confidential information
• Avoids follow-up or difficult conversations
• Wants a slow or highly predictable work environment
• Is primarily looking for a graphic-design or video-production position
• Cannot recognize what makes a business story worth sharing
• Is uncomfortable working closely with the CEO and leadership team
• Cannot adapt when priorities change

What Success Looks Like

Within the first 90 days:

• The CEO’s inbox is organized and controlled
• The calendar reflects the company’s highest-value priorities
• Meetings are properly prepared for
• Contracts and applications are organized and completed on time
• Every important request is captured and tracked
• Follow-ups happen without the CEO needing to remember them
• Company activity is being consistently captured
• Content is moving from idea to publication
• Employees, customer experiences, milestones, and company achievements are being highlighted
• Important information is easy to find
• The CEO spends more time selling, fundraising, leading, and building relationships
• Eco Auto has a stronger and more consistent public presence

Career Growth

Compensation growth will be based on performance, responsibility, and the measurable value created for the CEO and the companies.

Pay: $20.00 - $30.00 per hour

Work Location: In person

Salary : $20 - $30