What are the responsibilities and job description for the Executive Administrative Assistant position at Notbohm Motors?
About Notbohm Motors Auto Group
Notbohm Motors Auto Group has been a trusted name in automotive sales and service in Eastern Montana for generations. Rooted in community values and a commitment to exceptional customer experiences, we take pride in the relationships we build — with our customers, our partners, and our team. We are a family-oriented dealership where every employee plays a meaningful role in our continued success.
Position Overview
We are looking for a highly organized, dependable, and personable Executive Administrative Assistant to support our senior leadership team. In this pivotal role, you will serve as a key point of contact within our organization — keeping operations running smoothly, managing executive schedules, and representing Notbohm Motors with professionalism and warmth. If you enjoy a fast-paced environment, have a knack for anticipating needs before they arise, and thrive on keeping things in order, we'd love to hear from you.
Key Responsibilities
- Provide comprehensive administrative support to the General Manager and executive leadership team, including calendar management, scheduling, and correspondence.
- Coordinate and prepare materials for internal and external meetings, including agendas, presentations, and follow-up documentation.
- Serve as a professional and welcoming first point of contact for executive-level communications via phone, email, and in person.
- Manage travel arrangements, itineraries, and accommodations for leadership as needed.
- Maintain accurate records, filing systems, and confidential documents with a high degree of discretion.
- Assist with special projects, research, and reporting to support business objectives across departments.
- Liaise effectively with vendors, partners, and community contacts on behalf of executive leadership.
- Support dealership-wide communications, including drafting announcements, memos, and correspondence.
- Perform general office management duties including supply ordering, coordinating office maintenance, and ensuring a professional work environment.
- Adapt to shifting priorities with a positive, solutions-focused attitude.
Qualifications & Requirements
- 3 years of experience in an administrative, executive assistant, or office management role; experience in an automotive or dealership environment is a plus.
- Excellent verbal and written communication skills with a professional and friendly demeanor.
- Strong organizational skills and exceptional attention to detail.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); familiarity with dealership management software is a bonus.
- Ability to handle confidential and sensitive information with integrity and discretion.
- Proven ability to manage multiple priorities and deadlines in a dynamic, team-oriented environment.
- A proactive and resourceful mindset — you see what needs to be done and take initiative.
- High school diploma or equivalent required; associate's or bachelor's degree preferred.
What We Offer
- Competitive compensation commensurate with experience.
- Health, dental, and vision insurance.
- Paid time off.
- A supportive, team-first workplace culture where your contributions are recognized and valued.
- Opportunities for professional development and growth within our organization.
- The chance to be part of a well-respected, community-rooted business in the heart of Miles City.
How to Apply
We'd love to learn more about you! Please submit your resume and a brief cover letter telling us why you'd be a great fit for the Notbohm Motors team. Applications may be submitted here, in person at our dealership or by email to our HR department.
Notbohm Motors Auto Group
Miles City, Montana
Notbohm Motors Auto Group is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.