What are the responsibilities and job description for the Administrative Assistant position at Rick Hendrick Chevrolet?
Hendrick Automotive Group is seeking a highly organized and detail-oriented Administrative Assistant to join our Real Estate Team - Onsite in Charlotte, NC!
POSITION SUMMARYON SUMMARY
The Executive Administrative Assistant provides high-level, proactive administrative support to the Vice President of Real Estate at Hendrick Automotive Group. This role operates at the center of a fast-paced, high-volume real estate environment and demands exceptional organizational skills, sound judgment, and a commitment to confidentiality. The ideal candidate anticipates the needs of the VP, manages competing priorities with ease, and serves as a reliable extension of executive leadership.
CORE COMPETENCIES REQUIRED
- Exceptional organizational and time management skills
- High attention to detail and accuracy in all deliverables
- Strong written and verbal communication abilities
- Proactive problem-solving and conflict resolution
- Ability to maintain strict confidentiality across all matters
- Proficiency with Microsoft Office Suite and real estate management platforms
- Adaptability in a rapidly changing, high-stakes environment
- Professional presence and sound executive-level judgment
KEY DUTIES & RESPONSIBILITIES
TRAVEL COORDINATION:
- Plan, coordinate, and book all travel arrangements for the VP of Real Estate, including flights, accommodations, ground transportation, and itineraries
- Submit complete and accurate expense reports in a timely manner following each trip
- Anticipate logistical needs and proactively resolve travel conflicts or disruptions.
CALENDAR MANAGEMENT:
- Maintain and actively manage the VP's calendar, ensuring adequate travel time is built in between commitments
- Identify and resolve scheduling conflicts as they arise with professionalism and efficiency
- Coordinate and manage recurring team meeting schedules, including:
- Project Update Meetings
- Directors Meetings
- Team Building Events
- Produce a comprehensive weekly schedule report and maintain it in real time as changes occur.
EMAIL MANAGEMENT & COMMUNICATION:
- Monitor the VP's email with the intent to help prioritize and triage incoming correspondence
- Flag urgent matters, surface action items, and organize communications by priority
- Draft and send responses on behalf of the VP when directed, maintaining the VP's voice and professional standard.
REAL ESTATE MANAGEMENT:
- Manage the data conversion and migration process from the K: Drive to the REMAN Hub system
- Process and track Certificates of Insurance (COIs) within the system, ensuring accuracy and timeliness
- Manage portfolio reporting, including critical dates review to ensure no deadlines are missed
- Serve as a resource and point of accountability for data integrity within the REMAN Hub.
REAL ESTATE (RE) UPDATE MEETINGS:
- Prepare and distribute complete bi-weekly RE Meeting Reports prior to each meeting
- Attend all RE Meetings as a consistent presence representing administrative support
- Issue detailed meeting minutes following each session that clearly highlight decisions made, directions given, and action items assigned to the RE team
EDUCATION/EXPERIENCE:
- Associate's or Bachelor's degree preferred; equivalent combination of education and experience considered
- Minimum 3-5 years of executive administrative support experience, preferably in real estate, corporate, or fast-paced environments
- Experience supporting senior-level or C-suite executives strongly preferred.
TECHNICAL SKILLS:
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)
- Experience with real estate management or property management platforms a plus
- Familiarity with document management systems and shared drive environments (K: Drive, SharePoint, etc.)
- Ability to learn proprietary platforms such as REMAN Hub quickly
Core Values:
To perform the job successfully, an individual should demonstrate the following Core Values:
Servant Leadership
Servant Leaders consciously put the needs of others before their own, because to serve people is to value them.
Teamwork through Trust & Respect
Diversity is strength, and when we trust and respect one another we can work as a team to achieve at a high level.
Integrity
Being honest and transparent with people, in an effort to do the right thing within the letter and spirit of the law, drives every action we take and every decision we make.
Commitment to Customer Enthusiasm
Every day we recommit ourselves to the customer experience, and we are empowered to exceed the expectations of our customers.
Passion for Winning
Hendrick's tradition of winning is based on the idea of striving to be the best, not the biggest, and is therefore defined by how we treat our people.
Accountability at All Levels
Taking ownership of our actions and our decisions allows us to grow as individuals, and support each other as a team.
Commitment to Continuous Improvement
Every day we soften our hearts as well as our egos, in order to seek out and improve upon areas of opportunity within ourselves and our team.
This job description in no way states or implies that these are the only duties and responsibilities to be performed by this employee. The employee will be required to follow any other instructions and to perform any other duties and responsibilities upon the request of a supervisor. This job description is subject to revision at the discretion of the company.
Hendrick is an Equal Opportunity employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply. For more information regarding the EEOC, please visit https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf.