Executive Administrative Assistant

Description

Since 2001, Procede Software has been a leading provider of enterprise-level Dealer Management Solutions (DMS) for the heavy-duty truck and ancillary markets. Serving dealer locations throughout the United States, Canada, and Australia, the industry’s leading dealerships trust Excede to run their business because of its full functionality across all dealership departments, high reliability, and strong integration with their OEM providers. Excede, its powerful DMS, leverages the strength of Microsoft® SQL technology to provide advanced Windows® and browser-based applications with real-time information.

We’re looking for a highly organized and reliable Executive Administrative Assistant to serve as the welcoming face of our office and a key support partner to our C-level executives. As the first point of contact for all employees and visitors, this in-office, front-desk role ensures a warm, professional experience for everyone who walks through our doors. You’ll play a vital part in keeping our hybrid workplace running smoothly by coordinating with both local and remote staff, managing office operations, and providing top-tier executive and administrative support. If you thrive in a fast-paced environment and enjoy being at the center of office activity, we’d love to meet you!

Why Procede? - This is what our SVP of People & Culture has to say… watch this video

Primary Job Responsibilities

• Serve as the first point of contact for calls, visitors, deliveries, and mail.
• Maintain the professional appearance, cleanliness, and daily readiness of all office areas.
• Manage office supplies, equipment maintenance, and general office operations.
• Order and pick up office items, meals, and beverages as needed.
• Oversee workspace reservations and office-related calendars.
• Plan and coordinate company events, meetings, and celebrations.
• Support internal event planning, including budget tracking, communication, and vendor research.
• Prepare, organize, and update executive and team calendars, documents, and reports.
• Coordinate travel arrangements, lodging, and transportation for staff.
• Provide executive administrative support to leadership, handling confidential information responsibly.
• Assist with special projects, onsite events, go-lives, and workshop support as needed.
• File, retrieve, and maintain corporate records, documents, reports, and receipts.
• Assist with check processing, logs, and bank deposits.
• Manage company apparel orders and training material shipments.
• Support recruiting, onboarding, and offboarding processes for local and remote staff.
• Perform occasional personal errands as assigned.
• Represent the company professionally in all interactions.
• Solve problems effectively using available tools and maintain proficiency with office software and equipment.
  
  

Desired Qualifications/Skills

• Strong multitasking and time-management abilities.
• Excellent comprehension skills with the ability to understand written and verbal information.
• Demonstrated ability to maintain strict confidentiality.
• Comfortable working with numbers and performing basic mathematical tasks.
• Reliable, responsible, and dependable in all aspects of work.
• Professional interpersonal skills with the ability to work effectively with staff, customers, and visitors.
• Enjoys working with people and demonstrates initiative, patience, and courtesy.
• Empathetic, attentive to others’ needs, and consistently helpful.
• Highly detail-oriented, organized, and capable of self-review with minimal supervision.
• Self-motivated, driven, and proactive.
• Strong attention to detail when composing, typing, and proofreading materials for accuracy and correctness.
  
  

Requirements

• Entry-level candidates welcome.
• 1 year of clerical, front office, or administrative support experience preferred.
• 1 year of executive administrative support experience preferred.
• HR coordination experience is a plus.
• Associate degree recommended; high school diploma or equivalent required.
• Valid driver’s license.
• Reliable transportation.
  
  

Physical Requirements

• Ability to sit at a desk, computer terminal or meeting table for a long period of time
• Ability to use hands and fingers or adoptive equipment to safely operate assigned equipment
• Ability to lift up to 20 lbs
• Ability to use telephone frequently for a long period of time, and to hear and speak clearly by telephone
• Ability and means to travel on a flexible schedule as needed. Travel requirements may include running office errands and visiting prospective company event venues
  
  

The Exciting Stuff

Benefits

• Medical, Dental and Vision
• Competitive Compensation
• Paid Time Off (PTO)
• Volunteer Time Off (VTO)
• 14 Paid Holidays
• Lifestyle & Wellness Reimbursement
• Retirement Plan with Company Match
• Work equipment (laptop, monitor(s), keyboard, mouse, etc.)
• Destination office in Solana Beach, CA
• Hybrid work schedule
  
  

Location and Compensation

This is an in-office Monday through Friday during regular business hours role; candidates must be willing to commute to our Solana Beach, CA office daily. The base salary for this role ranges from $21 - $26 per hour, based on factors such as education, experience, qualifications, skills, certifications, and location, etc.

In addition to our comprehensive benefit package, our company encourages and supports career development. We are equally invested in our employees’ success and believe in a partnership where individuals can grow professionally.

Culture

We Work Hard And Play Hard; We Strive To Create a Culture That Is As Equally Challenging As It Is Fun And Rewarding! Please View Our Social Media Pages To Get a Glimpse Of Our Company Sponsored Events

Facebook: https://www.facebook.com/procedesoftwareofficial/

LinkedIn: https://www.linkedin.com/company/procede-software

We are proud of our company and welcome you to visit our website to see why and learn a little bit more about us: https://www.procedesoftware.com/careers-and-culture/.

We hope you are interested in our Company and welcome anyone to apply!

Procede Software provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Procede will not sponsor applicants for immigration-related benefits.